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Agenda 09/29/2009 Item #16B 5 Agenda Item No. 1685 September 29, 2009 Page 1 of 29 EXECUTIVE SUMMARY Recommendation to approve the contract #09-5340 between Collier Metropolitan Planning Organization (MPO) and Tindale-Oliver and Associates (TOA) for the Transit Development Plan (TDP) Major Update in an amount of $129,550. OBJECTIVE: To obtain approval from the Board of County Commissioners for the Transit Development Plan (TDP) Major Update contract. CONSIDERATION: In order to receive State Block Grant Funds for system operations, each transit agency must conduct a TDP Major Update every five years. The TDP Major Update is due in September, 2010. A TDP Major Update is a strategic guide for public transportation in the community over the next ten years. It represents the transit agency's vision for public transportation in its service area during this time period. Generally, the TDP process includes an assessment of overall transit-related needs in the community along with a phased implementation plan of recommended improvements to address those needs. A TDP Major Update also includes a public involvement strategy, an analysis of demographic and travel behavior characteristics, a performance evaluation of existing services, transit goals and objective for the system, a development of proposed transit enhancements and ten-year financial plans. Under the Collier MPO General Planning Contract for services (07-4198), the MPO can only use Dyer, Riddle, Mills and Precourt (DRMP) and AIM Engineering (AIM), as consultants. The MPO contacted both AIM and DRMP to do the TDP, however they indicated that they are not interested in doing the project for the budgeted amount. The negotiations with AIM and DRMP which did not result in an agreed to work order, left the MPO without the option of advertising and soliciting proposals through the Request For Proposal (RFP) process. The TDP is due in September of 2010 and the work effort to complete the TDP takes one full year. The RFP process takes at a minimum four months to complete. The MPO cannot use the Collier County GPC because it was not advertised according to MPO requirements or approved by the Florida Department of Transportation (FDOT) and the Federal Highway Administration (FHW A). The MPO's only alternative was to use another approved MPO contract. The Lee County MPO's current General Planning Contract with Tindale-Oliver and Associates (TOA) (Contract #2009-001) has been approved by both FDOT and FHW A. Collier MPO and the Alternative Transportation Modes (A TM) Department do not have the capabilities to take on this size task and have requested the help of TOA. TOA submitted the attached scope of service for the TDP. The Collier MPO approved the scope of work attached as well as using the standard Collier County approved contract. MPO staff received FDOT concurrency to use TOA for this task and FDOT also approved the scope. The services to be provided pertain to transportation planning and do not require a licensed professional as specifically identified under the Consultants Competitive Negotiation Act. Hence, the procurement of this agreement is governed primarily by the requirements of the Board's purchasing policy. Agenda Item No. 1685 TOA is not a consultant firm currently in our General Planning Contract; therefo~;~e1s2?~~ using the standard Collier County Professional Services Contract for this task. While this co~~actO was negotiated based upon a similar agreement with the Lee County MPO, the fact that staff has negotiated the use of Collier County's form of contract is prompting staff to recommend that the Board waive formal competition as part of the award of the enclosed contract to TOA. FISCAL IMPACT: There will be no fiscal impact for Collier County Board of County Commissioners. The fiscal impact is budgeted and will be funded from the MPO budget established in the MPO's Unified Planning Work Program (UPWP). The scope of services is consistent with the Unified Planning Work Program (UPWP). LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office and is a legally sufficient agenda-SRT. GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan related to this action. RECOMMENDATION: That the Board of County Commissioners waive the formal competition requirement for this contract, approve the contract with TOA, and authorize the Chairn1an to sign the standard contract after County Attorney approval. Prepared by: Lorraine M. Lantz, MPO Principal Planner, MPO Attachment: (I) Schedules A, Band C to the contract Page 1 of2 Agenda Item No. 1685 September 29, 2009 Page 3 of 29 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: 1685 Item Summary: Recommendation to approve the contract between Collier Metropolitan Planning Organization (MPO) and Tindale Oliver and Associates (TOA) for the Transit Development Plan (TOP) Major Update in an amount of $129,550. Meeting Date: 9/29/2009 9:00:00 AM Prepared By Lorraine Lantz Right Of Way Coordinator Date Transportation Services TECM-ROW 9/16/20091:13:35 PM Approved By Caroline Soto Administrative Assistant Date Transportation Services Transportation Engineering and 9/16/20094:20 PM Construction Approved By Therese Stanley Grants Coordinator Date Transportation Transportation Administration 9/16/20094:42 PM Approved By Nick Casalanguida MPO Director Date Transportation Services Transportation Planning 9/17/20097:53 AM Approved By Phill Tindall Principal Planner Date Transportation Services Transportation Planning 9/17/20098:35 AM Approved By Najeh Ahmad Director Date Transportation Services Transportation Engineering & Construction Management 9/17/2009 3:35 PM Approved By Rhonda Rembert Contract Specialist Date Administrative Services Purchasing 9/17/20094:20 PM Approved By Steve Carnell Purchasing/General Svcs Director Date Administrative Services Purchasing 9/18/20098:27 AM Approved By Scott R. Teach Assistant County Attorney Date County Attorney County Attorney Office 9/18/2009 8:57 AM file://C:\Agendatest\export\135-September 29,2009\16. CONSENT AGENDA\16B. TRAN... 9/23/2009 Page 2 of2 Agenda Item No. 1685 September 29,2009 Page 4 of 29 Approved By Michelle Edwards Arnold Alternative Transportation Modes Director Date Transportation Services Alternative Transportation Modes 9118/20099:10 AM Approved By Pat Lehnhard Executive Secretary Date Transportation Services Transportation Services Admin 9/18/20099:51 AM Approved By OMB Coordinator OMB Coordinator Date County Manager's Office Office of Management & Budget 9/18/200910:38 AM Approved By Mark Isackson Budget Analyst Date County Manager's Office Office of Management & Budget 9121120099:26 AM Approved By Leo E. Ochs, Jr. Deputy County Manager Date Board of County County Manager's Office Commissioners 9/22/2009 1 :49 PM file://C:\Agendatest\export\135-September 29,2009\16. CONSENT AGENDA\16B. TRAN... 9/23/2009 ~..,-'" -_........~ __'+','~.,._M__ Agenda Item No. 1685 September 29, 2009 Page 5 of 29 SCHEDULE A Scope of Services Collier County Major Update of Ten-Year Transit Development Plan (prepared by Tindale-Oliver & Associates, Inc. - August 19, 2009) Tindale-Oliver & Associates, Inc. (TOA) is pleased to offer a scope of services for preparing a major update of the Ten-Year Transit Development Plan (TDP). This effort will result in a strategic transit plan for the community and ensure compliance with the new TDP Rule, as adopted February 20,2007. - The State of Florida Public Transit Block Grant Program was enacted by the Florida Legislature to provide a stable source of state funding for public transportation. The Block Grant Program requires public transit service providers to develop and adopt a ten-year TDP, per the requirements set forth in Chapter 14-73, Florida Administrative Code (FAC). Annual progress reports also must be submitted to the Florida Department of Transportation (FDOT) by September 1 sl of each year. A major update is required every five years and the annual progress reports are required annually between major updates. The ten-year TDP is a strategic guide for public transportation in the community over the next ten years. It represents the transit agency's vision for public transportation in its service area during this time period. Generally, the TDP process includes an assessment of overall transit-related needs in the community along with a phased implementation plan of recommended improvements for helping address those needs. Specifically, a TDP includes the following major elements: . Public involvement plan and process . Base data compilation and analysis (review of demographic and travel behavior characteristics of the service area) . Performance evaluation of existing services . Situation appraisal (transit agency strengths and weaknesses; external barriers and opportunities; estimation of community demand for transit) . Goals and objectives . Transit demand and mobility needs Agenda Item No. 1685 September 29, 2009 Page 6 of 29 . Oevelopment of proposed transit enhancements (funded and unfunded) . Ten-year implementation plan . Annual farebox recovery ratio report . Ten-year financial plan (projected costs and revenues) . Other strategic issues specific to a given study area Consistent with the TOP preparation guidelines from FOOT, it is understood that the initial five years of the plan will be characterized by substantially greater detail than the subsequent five years. The latter part of the planning horizon is intended to be more strategic in nature. - - As indicated previously, new TOP requirements were formally adopted by FOOT on February 20,2007. For those familiar with the previous TOP requirements, major changes to the rule include the following: . Extends the planning horizon from five years to ten years. . Requires major updates every five years rather than every three years. . Requires a public involvement plan to be developed and approved by FOOT or consistent with the approved metropolitan planning organization (MPO) public - involvement plan. . Requires that FOOT, the regional workforce development board, and the MPO be advised of all public meetings where the TOP is presented and discussed and that these entities be given the opportunity to review and comment on the TOP during the development of the mission, goals, objectives, alternatives, and ten-year implementation program. . Requires the estimation of the community's demand for transit service (10-year annual projections) using the planning tools provided by FOOT or a demand estimation technique approved by FOOT. This scope of services ensures that the major update of the TOP will comply with all requirements of the new TOP rule. In addition to the new TOP rule, HB 985 requires that transit agencies submit an annual farebox recovery ratio report. This scope of services ensures that the major update of the TOP will comply will all requirements of HB 985. - Agenda Item No. 1685 September 29,2009 Page 7 of 29 SPECIFIC SCOPE OF SERVICES The following scope of services describes the tasks and resulting deliverables that will be necessary to complete a major update of the TDP. The scope is organized into nine major tasks, as listed below. . Task 1: Establish Review Committee & Prepare for Kickoff . Task 2: Establish Baseline Conditions . Task 3: Facilitate Public Involvement . Task 4: Update Evaluation of Existing Transit Services . Task 5: Estimate D~ll1and & Mobility Needs . Task 6: Conduct Situation Appraisal . Task 7: Develop Goals & Objectives . Task 8: Prepare Ten-Year Transit Development Plan . Task 9: Facilitate Meetings & Presentations Each of the nine tasks is summarized in the remainder of this scope of services. It is important to note, however, that every community has unique issues and characteristics. As a result, the TDP planning process must be flexible to adapt to issues specific to a given study area. Task 1: Establish Review Committee and Prepare for Kickoff A Review Committee will be established at the outset of the project to monitor and provide input throughout the study and to evaluate the deliverables produced by the Consultant. The composition of the Review Committee will be determined cooperatively by the transit agency and Consultant team. The Consultant will respond to all recommendations from the committee. After the committee has been established, a kick-off meeting for the project will be scheduled and conducted. In addition to the Review Committee, a distribution list will be developed to facilitate a broader distribution of draft deliverables (FDOT District One, Workforce Development Board, and others). This task also includes preparation for a kickoff meeting, including an agenda, scope overview, detailed project schedule, milestones, deliverables, Review Committee and distribution list, and other items as necessary. Agenda Item No. 1685 September 29,2009 Page 8 of 29 Responsibilities of Consultant . Establish Review Committee and distribution list for draft deliverables. . Prepare for kickoff meeting. Responsibilities of Collier County Staff . Work with Consultant to establish a Review Committee and distribution list. Task 2: Establish Baseline Conditions The Consultant will collect demographic, socio-economic, land-use, transportation, and transit data for the study area with assistance from the transit agency, the metropolitan planning organization (MPO), and other agencies as appropriate. Collier County will provide an inventory of all existing public and private transportation services operating in the study area. The inventory effort will include providers of service to the transportation disadvantaged, intercity bus operators, charters, and taxis. To the extent possible, and dependent on the participation of the individual providers, the following information will be provided by Collier County: . Facilities: location, age, and condition . Type of Operation (previous and current) . Service area, service frequency, destinations and number of riders . Equipment: type, age and condition . Rolling stock: type, age, special accessories . Affiliated groups and programs with a role in public transit To establish the baseline conditions for transit in the study area, demographic, socio- economic, and various transportation data will be collected to provide historical background and a description of the area. The latest data from the Census of Population and Housing and the Bureau of Economics and Business Research (BEBR) of the University of Florida will be used as primary data sources. These data will be supplemented by other data available from the transit agency, MPO, counties, cities, and other sources, as available. Data to be compiled include the following: . physical description of area ,~.,_. ....0- ,~-~-,..,.-.- Agenda Item No. 1685 September 29, 2009 Page 9 of 29 . population by age and income . population density . housing density . employment density . labor force . auto ownership . tourist and visitor levels . transportation disadvantaged population . land uses and densities . major trip generators . area roadway and traffic conditions, including levels Qf.~ervice, current or projected capacity deficiencies, and current and planned transit routes Responsibilities of Consultant . Review/update the description of the transit service area. . Review and summarize relevant plans & studies. . Inventory existing services, resources, and assets. . Review/update legislative/administrative requirements. . Collect and analyze operating data. . Compile baseline conditions. Responsibilities of Collier County Staff . Coordinate with Consultant regarding collection of data and baseline conditions. . Provide a description of the transit service area. . Provide documented legislative/administrative requirements. . Provide analyses of operating data. Task 3: Facilitate Public Involvement At the direction of County staff, the Consultant will seek FDOT approval for using the MPO's adopted Public Involvement Plan as the guide for public involvement techniques to be used to support the preparation of the TDP. The Consultant will lead all public involvement activities, such as stakeholder interviews and discussion group workshops. The following sub-tasks outline the effort required for this task. Agenda Item No. 1685 September 29,2009 Page 10 of 29 Task 3.01: Obtain FDOT Approval of Public Involvement Plan - Consistent with the TDP rule, the public involvement plan shall be approved by FDOT or be consistent with the MPO's public involvement plan. A brief memo will be prepared and submitted to FDOT District One, along with the MPO's adopted PIP. The memo will identify the public involvement techniques within the PI P that will be applied in the transit development planning process. Throughout the plan development process, coordination will occur with FDOT District One, the Collier County MPO, the regional workforce board, and other stakeholders identified in cooperation with County staff. In particular, coordination will occur as it relates to public involvement opportunities and review of the draft TDP. Review and input will include the mission, goals, and objectives; transit alternatives; and the ten- year implementation program. The public involvement plan will include numerous public involvement techniques, as described in the remainder of this task description. Task 3.02: Conduct Stakeholder Interviews - Through a series of ten stakeholder interviews, the Consultant will assess the attitudes of key local officials and community leaders regarding current transit service. The interviews will seek to assess political leaders' views on transit's current and future role in the community, transit finance and governance, and other issues relevant to the transit plan. An interview script will be developed for use in guiding the interviews. It is assumed that the ten interviews will be conducted via telephone for budgetary purposes. Task 3.03: Conduct On-Board Survey - The Consultant will develop an on-board survey designed to capture demographic, travel behavior, and rider satisfaction data from CAT fixed-route bus riders. This information will enable Collier County to focus on relevant transit needs and issues such as modifying bus schedules, locating bus stops, modifying fare structure, planning, focusing marketing campaigns, and identifying historical trends. The on-board survey methodology and implementation will be closely coordinated with County staff to ensure that study objectives are met and that data collection efforts are efficiently integrated with CAT operations. The survey will be performed on a 50-percent sample of all fixed-route runs for a typical Agenda Item No. 1685 September 29,2009 Page 11 of 29 weekday, Saturday, and Sunday of service. Trained surveyors will hand out surveys to all riders (available in English and Spanish). The surveyors will also be available to assist with filling out the surveys as necessary. The Consultant will be responsible for printing and distributing on-board survey instruments to bus patrons according to the identified sampling requirement. Survey recipients will be given instructions to complete the surveys on the bus and return them to a surveyor or driver, or mail them back to Collier County. Surveys will be collected and organized according to the route and run. In addition, the Consultant will recruit and train on-board survey personnel and assign them to survey runs during a typical weekday, Saturday, and Sunday for a portion of a one-week period for survey distribution. All bus riders will have an equal chance of receiving a survey form during each run. The Consultant will offer cash incentives to survey personnel to encourage worker retention and active participation throughout the data collection time frame. The Consultant will collect completed survey forms and organize them for data processing and analysis. Data entry and analysis will be performed to create selected cross-tabulations and statistics that support the TOP. The Consultant will be responsible for quality control and accuracy throughout the data entry and statistical analysis process. Documentation of the on-board survey will describe the survey methodology, data collection approach, findings, and conclusions. Key findings, conclusions, and summary statistics will be presented in a user-friendly manner with easy-to-understand charts and graphs. To summarize, TOA will be responsible for: . Developing the sampling plan and on-board survey instrument . Recruiting and training survey personnel . Establishing the schedule for data collection . Supervising the data collection effort . Overseeing the completed survey data entry effort . Cross-tabulating and evaluating the on-board survey results . Preparing a memorandum to document the survey results Agenda Item No. 1685 September 29, 2009 Page 12 of 29 Task 3.04: Conduct Discussion Group Workshops - The Consultant will seek to identify and assess general community perceptions of transit to help identify issues and opportunities for the transit agency. Although there are several methodologies for collecting such information, one of the more cost-effective methods of obtaining public input on transit is through the use of discussion group workshops. Although not intended to provide a statistically valid sample, a discussion group is an excellent tool for revealing the attitudes of a particular group because of the open-ended nature of group discussions. For the TOP update, it is proposed that a total of four workshops be held around the County to ensure geographic distribution of the participants. At least one of the workshops will be conducted using current transit riders to help represent the "user" perspective. In addition, at least one of the workshops will consist of members from the business, health, and education communities, as well as local chambers of commerce, to help represent the views of informed "non-users." The Consultant will work with County staff to identify participants and venues for the workshops. For budget purposes, it is assumed that the four workshops will be held on two separate days, with two workshops being conducted on each day. Task 3.05: Prepare Technical Memorandum No.1 - Oraft Technical Memorandum No.1 will be prepared to compile data and results from Tasks 1 through 3. The draft tech memo will summarize the study area's baseline conditions, including demographic, economic, and transportation information; the attitudes of local officials and leaders in the community based on the stakeholder interviews; the results of the on-board survey; and the findings from the series of discussion group workshops. The draft tech memo will be disseminated to the Review Committee for consideration and comment. All comments and modifications recommended by the committee will be incorporated into the tech memo in preparation for inclusion in the draft final TOP document. Responsibilities of Consultant . Prepare memo to FOOT/obtain FOOT approval for public involvement plan. . Conduct stakeholder interviews (10 by telephone). . Perform comprehensive system-wide on-board survey. . Conduct discussion group workshops. (4 workshops - 2 trips) . Review/integrate other public input. . Prepare Technical Memorandum No.1 (Tasks 1-3). Responsibilities of Collier County Staff >"~-'~'.,~'" -..- Agenda Item No. 1685 September 29, 2009 Page 13 of 29 . Review public involvement plan. . Participate in public involvement activities. . Review Technical Memorandum NO.1 (Tasks 1-3). Task 4: Update Evaluation of Existing Transit Services The Consultant will review and evaluate existing transit service in the study area. The following sub-tasks outline the effort required for this task. Task 4.01: Update Trend Analysis of Existing Transit Service - The Consultant will perform a trend analysis of existing fixed-route transit service in the study area. This review of the transit agency will be undertaken to assess the performance of the system over time using measures falling into three major categories: system performance, effectiveness, and efficiency. This evaluation will be conducted using both historical as well as the most current validated data available from the National Transit Database (NTD). As part of the overall performance review of the system, this analysis will be used to help assess the extent to which the transit agency is meeting the stated goals and objectives for transit service. Task 4.02: Conduct Peer Review Analysis of Existing Transit Service - The Consultant will perform a peer review analysis for CAT fixed-route bus service. A peer review compares the transit agency's fixed-route services with other systems that have similar agency features located elsewhere in Florida and throughout the southeastern United States. This cross-sectional evaluation will be conducted for a single year using the most current validated data available from the National Transit Database (NTD). Common performance indicators and measures are summarized in Table 1. Task 4.03: Conduct Capacity/Supply Evaluation of Existing Transit Service - The consultant will conduct a general system-wide capacity/supply evaluation of the existing fixed-route service by estimating and comparing passenger miles and seat miles for the system. This analysis will provide a measure of the extent to which available capacity is currently being utilized. Agenda Item No. 16B5 September 29,2009 Page 14 of 29 Table 1 Common Transit Performance Evaluation Indicators and Measures (Trend and Peer Review Analyses) Performance Indicators Effectiveness Measures Efficiency Measures . passenger trips . vehicle miles per capita . operating expenses per . passenger miles . passenger trips per capita . vehicle miles capita . operating expenses per . revenue miles . passenger trips per passenger trip . vehicle hours revenue mile . operating expenses per - . route miles . passenger trips per passenger mile . operating expenses vehicle hour . operating expenses per . capital expenses . revenue mileage revenue mile . operating revenues between incidents . farebox recovery ratio . total employees . revenue mileage . revenue miles per . vehicles available for between roadcalls vehicle mile maximum service . revenue miles per . fuel consumption vehicle . revenue hours per employee . passenger trips per employee . vehicle miles per gallon . average fare Responsibilities of Consultant . Conduct trend analysis of fixed-route transit service. . Conduct peer review analysis of fixed-route transit service. . Conduct capacity/supply evaluation of fixed-route transit service. Responsibilities of Collier County Staff . Coordinate with Consultant staff in the evaluation of fixed-route transit services. Task 5: Evaluate Demand & Mobility Needs The Consultant will estimate demand for the transit agency's fixed-route transit services *"----'" -_.- . -._- Agenda Item No. 1685 September 29,2009 Page 15 of 29 over a ten-year period using various methodologies. Using this future demand information, in conjunction with the public input collected previously, the transit-related needs of the study area will be assessed. Task 5.01: Estimate Demand for Transit Services - The Consultant will use two key analytical tools to assess traditional and discretionary transit markets in Collier County. These tools include: . Traditional market assessment of existing conditions through a Transit Orientation Index (TOI) - potential for traditional transit use (elderly, youth, low- income, no vehicle). · - Existing and future discretionary market assessment through a Oensity Threshold Assessment (OT A) - potential for traditional and choice transit use (dwelling unit and employment density thresholds compared to existing and future densities) Task 5.02: Estimate Demand for Transit Services (T-BEST) - The Consultant will project ridership demand for fixed-route transit services over a ten-year plan period, assuming the maintenance of existing service levels and the implementation of the ten- year TOP. Ten-year projections of the community's demand for transit service (ten- year annual projections) must be developed using the planning tools provided by FOOT or a demand estimation technique approved by FOOT. T-BEST, a ridership projection tool developed by FOOT, will be used to prepare the ten-year annual transit demand projections. Task 5.03: Identify & Assess Needs for Transit Services - The Consultant will utilize the results of the previous tasks, including the findings from the public involvement activities, to assess the need for improved transit services. This needs assessment will take into account major activity centers, geographic areas served by the transit system, frequency and hours of service currently provided, and demographic characteristics of residents in the study area. Potential target markets for new or expanded transit service will be identified and assessed. The needs assessment also will include an examination of possible intermodal connections and the coordination of service with adjacent transit operators. In addition, the needs assessment will, to the extent possible, present an analysis of any variation between identified needs and available services. Alternative methods of addressing deficiencies will be identified Agenda Item No. 1685 September 29,2009 Page 16 of 29 and assessed. The needs assessment will be coordinated with the Transit Element of the 2035 Regional Long Range Transportation Plan, which is being developed concurrently with the TDP. Task 5.04: Identify & Evaluate Alternatives - Based on the previous study tasks and, in particular, the assessment of needs and potential opportunities, the Consultant will identify and evaluate alternatives for transit operation in the study area. Alternatives may range from the status quo (maintaining the existing mix of services) to the consideration of new and innovative service concepts. The alternatives will be identified and developed in conjunction with the transit agency and the Review Committee, and will support the community's and agency's vision of where it wants to be in ten years. The alternatives will be identified and analyzed at this stage without regard for costs, in line with the strategic intent of the TDP and the express wishes of FDOT in encouraging the TDP process. An evaluation framework will be established by the Consultant that will help prioritize the alternatives. Task 5.05: Prepare Technical Memorandum No.2 (Tasks 4 & 5) - Draft Technical Memorandum NO.2 will be prepared to compile data and results from Tasks 4 and 5. The draft tech memo will summarize the performance review of the transit agency's fixed-route services. The performance review will include the trend analysis, peer review analysis, and capacity/supply analysis results. In addition, the draft tech memo will summarize the results of the demand estimation, needs assessment, and alternatives evaluation, and will include the results of the ridership demand projections (assuming existing services are maintained throughout the ten-year planning horizon).. The draft tech memo will be disseminated to the Review Committee for consideration and comment. All comments and modifications recommended by the committee will be incorporated into the tech memo in preparation for inclusion in the draft final TDP document. Responsibilities of Consultant . Conduct transit demand analyses (Transit Orientation Index and Density Threshold Assessment) . Estimate demand using FDOT approved tool, T-BEST. . Identify & assess needs for transit services. . Identify & evaluate alternatives. .. .- Agenda Item No. 1685 September 29, 2009 Page 17 of 29 . Prepare Technical Memorandum No.2 (Tasks 4 & 5). Responsibilities of Collier County Staff . Coordinate with Consultant as necessary in assessing demand and identifying alternatives. . Review Technical Memorandum NO.2 (Tasks 4 & 5). Task 6: Conduct Situation Appraisal A situation appraisal will be conducted to document and understand the environment in which the transit system operates. - Task 6.01: Document Relevant Plans, Policies, and Trends - The Consultant will review local plans and documents, including county and local government Comprehensive Plans, the previous TOP, the MPO long-range transportation plan, and the Transportation Disadvantaged Service Plan, to identify and compile community goals and objectives relating to transit and mobility. Task 6.02: Integrate Transit Demand Assessment - The Consultant will integrate the transit demand assessment into the situation appraisal process. The implications of the estimated transit demand will be assessed and documented as part of this task. Task 6.03: Perform Situation Appraisal- A situation appraisal can be viewed as an assessment process that continues the theme of strategic planning. At a minimum, the TOP rule requires that the situation appraisal address the following factors: . Assess the strengths and weaknesses of the transit organization, as well as external barriers and opportunities that impact the delivery of transit services. . Consider the effects of land use, state and local transportation plans, other governmental actions and policies, socioeconomic trends, organizational issues, and technology on the transit system. . Estimate the community's demand for transit service using the planning tools provided by FOOT, or a Department-approved transit demand estimation technique with supporting demographic, land use, transportation, and transit data. The result of the transit demand estimation process shall be a ten-year annual projection of transit ridership (addressed in Task 5 of this scope of services ). Agenda Item No. 1685 September 29,2009 Page 18 of 29 . Assess the extent to which land use and urban design patterns in the transit agency's service area support or hinder the efficient provision of transit service, including any efforts being undertaken by the transit operator or local land use authorities to foster a more transit-friendly operating environment. The results of Tasks 1 through 6 will be used to support the identification of the key components of the situation appraisal. Results will be integrated into a technical memorandum as part of Task 7. Responsibilities of Consultant . Document relevant plans, policies, and trends. - . Integrate transit demand assessment. . Perform situation appraisal. Responsibilities of Collier County Staff . Support Consultant in the compilation of plans, policies, and trends. . Coordinate with Consultant in the documentation of the situation appraisal. Task 7: Develop Goals and Objectives The Consultant, with assistance from County staff, will develop goals and objectives for transit in the study area. Goals and objectives will be consistent with the goals of the local community with respect to transportation and land use, in general, and specifically to transit service. The goals and objectives prepared for the previous major update of the TOP (if applicable) will be used as a starting point for this process. The Consultant also will work closely with the transit agency in delineating a vision of where transit wants to be in ten years. While this step is implicit in each task outlined in this scope of services, it is specifically mentioned here in conjunction with the goals and objectives. Task 7.01: Integrate Situation Appraisal & Previous Public Input - The Consultant will review the results of Task 2 (particularly the attitudes of local officials and community leaders towards transit) and Task 6 (situation appraisal), to gain a better understanding of community goals and objectives relating to transit and mobility. Task 7.02: Develop Draft Goals & Objectives - Based on the previous sub-tasks, the . Agenda Item No. 1685 September 29, 2009 Page 19 of 29 Consultant will develop draft goals and objectives for the transit agency. The draft goals and initiatives will be disseminated to the Review Committee for review and approval. Task 7.03: Prepare Technical Memorandum No.3 - Draft Technical Memorandum NO.3 will be prepared to compile the data and results from Tasks 6 (situation appraisal) and 7 (goals and objectives). The draft tech memo will document the situation appraisal and outline the goals and objectives for the transit agency. The draft tech memo will be disseminated to the Review Committee for consideration and comment. All comments and modifications recommended by the committee will be incorporated into the tech memo in preparation for inclusion in the draft final TDP document. -. Responsibilities of Consultant . Integrate situation appraisal and public input. . Develop draft goals & initiatives. . Prepare Technical Memorandum No.3 (Tasks 6 & 7). Responsibilities of Collier County Staff . Review Technical Memorandum NO.3 (Tasks 6 & 7). Task 8: Prepare Ten-Year Transit Development Plan Based on the results of Tasks 2 through 6 and input from the Review Committee, the Consultant will prepare a ten-year TOP. This will not be a service plan since operational analysis and route-specific changes are not within the scope of the TOP. Instead, the TOP will be policy-oriented and strategic in nature. The TOP also will contain policies and strategies to implement the proposed plan, including the consideration of new funding sources. It also will be important to coordinate the transit development planning process with the Transit Element of the MPO's 2035 long-range transportation planning process. Task 8.01: Prepare Ten-Year Transit Improvement Program - The Consultant will prepare the draft ten-year TOP report, including the implementation plan and supporting financial plan. The following elements will be included in the plan: Agenda Item No. 1685 September 29,2009 Page 20 of 29 . Institutional, organizational, and management structure, documenting any possible changes as a result of the planning process. . Alternatives and recommendations for meeting transit needs and deficiencies. . Ten-year service and capital improvements, including funded and unfunded needs. . Ten-yearfinancial plan, including projected operating and capital expenses, and projected revenue by source and funding. A discussion of financial capacity will be included. . A list of recommendations for which no funding source is identified. . A policy element ensuring that transit goals and objectives are consistent with and support the local comprehensive plans, the MPO's Long Range - Transportation Plan, and other relevant planning initiatives. Task 8.02: Prepare Performance Monitoring Program - The Consultant will develop a basic monitoring program to track performance, efficiency, and effectiveness of the transit agency's routes and service. The program will include measures and threshold(s) for when a route should be considered for elimination or restructuring. Also included will be a step-by-step route elimination/restructuring process to be proposed for adoption by the governing authority for implementation. Task 8.03: Prepare Annual Farebox Recovery Ratio Report - The Consultant will prepare a short analysis of farebox recovery in accordance with legislative and FOOT requirements. Task 8.04: Conduct Public Workshops - During the course of the study effort, the Consultant will schedule and coordinate with transit agency staff two public workshops to obtain input from the general public about the TOP update process (one early in the process to collect input on needs and the other later on to collect input on potential alternative improvements). To maximize opportunities for citizen participation, locations will be selected to ensure geographic coverage and, to the extent possible, piggyback on other community events. Task 8.05: Prepare TDP Presentation - A user-friendly, graphical presentation will be incrementally developed to support the communication and adoption of the TOP. The presentation will also be available for use by Collier County staff beyond the adoption of the TOP. -"""'" Agenda Item No. 1685 September 29,2009 Page 21 of 29 Task 8.06: Prepare Draft TDP Document - The Consultant will produce and submit an electronic copy (PDF) of the Draft TDP for dissemination, review, comment, and acceptance. Comments on the Draft TDP will be addressed for the final version of the plan. Task 8.07: Prepare Draft Executive Summary for TDP - A concise executive summary of the Draft TDP will be prepared along with the full document to facilitate more widespread dissemination of the TDP. An electronic copy (PDF) of the Draft TDP Executive Summary will be provided to the transit agency with the Draft TDP for dissemination, review, and comment. Comments on the Draft TDP Executive Summary will be addressed for the final version of the plan. Task 8.08: Prepare Final TDP Document - Following presentation, review, and acceptance of the Draft TDP and Draft TDP Executive Summary, the Consultant will prepare and submit the Final TDP documents. A total of 10 printed copies of the Final TDP and Final TDP Executive Summary will be prepared by the Consultant and provided to the transit agency for consideration and adoption by the appropriate governing board. The consultant also will prepare and provide one CD containing the TDP documentation (including all associated graphics) in both Microsoft Word and PDF format. Responsibilities of Consultant . Prepare ten-year transit improvement program. . Prepare performance monitoring program. . Prepare annual farebox recovery ratio report. . Conduct 3 public workshops. (3 trips) . Prepare TDP presentation. . Prepare draft TDP document. . Prepare draft TDP executive summary. . Prepare final TDP documentation. Responsibilities of Collier County Staff . Participate in public workshops. . Review draft TDP presentation. . Review draft TDP document. . Review draft executive summary. Agenda Item No. 1685 September 29,2009 Page 22 of 29 Task 9: Facilitate Meetings & Presentations The Consultant will prepare for and participate in up to five meetings with Collier County staff and up to three presentations. Presentations will be made at the direction of Collier County staff and audiences may include: . MPO Technical Advisory Committee . MPO Citizens Advisory Committee . MPO Board . Others as requested Responsibilities of Consultant . Prepare for and facilitate up to 5 meetings with staff. . Prepare for and make up to 3 presentations. Responsibilities of Collier County Staff . Participate in meetings and presentations as appropriate. PROJECT SCHEDULE According to the TOP rule, Collier County's major TOP update is due by September 1, 2010. The project schedule for this scope of services assumes the successful completion of the project within 10 months of notice to proceed. This assumes a start date in September 2009, with a goal of adopting the TOP in June 2010. Since the update is due to FOOT by September 1, 2010, this schedule provides some flexibility should unforeseen circumstances result in any delays to the project. A detailed project schedule will be prepared and discussed at the kickoff meeting. PROJECT BUDGET The lump-sum budget for the preparation of the TOP is provided in Table 2. .' .~."""" ..."..~.~ '- Agenda Item No. 1685 September 29, 2009 Page 23 of 29 SCHEDULE B BASIS OF COMPENSATION LUMP SUM 1. MONTHLY STATUS REPORTS B.1.1 As a condition precedent to payment, CONSUL T ANT shall submit to OWNER as part of its monthly invoice a progress report reflecting the Project design and construction status, in terms of the total work effort estimated to be required for the completion of the Basic Services and any then-authorized Additional Services, as of the last day of the subject monthly billing cycle. Among other things, the report shall show all Service items and the percentage complete of each item. B1.1.1 All monthly status reports and invoices shall be mailed to the attention of Lorraine Lantz, Principal Planner, 2885 South Horseshoe Drive, Naples, FL 34104 2. COMPENSATION TO CONSULTANT B.2.1. For the Basic Services provided for in this Agreement, OWNER agrees to make the lump sum payments to CONSULTANT in accordance with the terms stated below. Payments will be made in accordance with the following Schedule; however, the payment of any particular line item noted below shall not be due until all services associated with any such line item have been completed to OWNER'S reasonable satisfaction. TAS TASK DESCRIPTION TOTAL COST PAYMENT SCHEDULE K 1. Establish Review $ 2,015.00 Monthly based upon percent Committee/Prepare for kickoff complete 2. Establish Baseline Condition $ 10.405.00 Monthly based upon percent complete 3. Facilitate Public Involvement $ 37,805.00 Monthly based upon percent complete 4. Update Evaluation of Existing $ 7.170.00 Monthly based upon percent Transit Services complete 5. Estimate Demand & Mobility $ 26.200.00 Monthly based upon percent Needs complete 6. Conduct Situation Appraisal $ 6.340.00 Monthly based upon percent complete 7. Develop Goals & Objectives $ 6.010.00 Monthly based upon percent complete Agenda Item No. 1685 September 29, 2009 Page 24 of 29 8. Prepare Ten-Year TOP $ 20.765.00 Monthly based upon percent complete 9. Facilitate Meetings & $ 12.840.00 Monthly based upon percent Presentations complete TOTAL FEE (Total Items 1-9) $129.550.00 B.2.2. The fees noted in Section 2.1. shall constitute the lump sum amount of One hundred twentv nine five hundred fiftv Dollars ($129.550.00) to be paid to CONSUL T ANT for the performance of the Basic Services. B.2.3. For Additional Services provided pursuant to Article 2 of the Agreement, if any, ___ OWNER agrees to pay CONSULTANT a negotiated total fee and Reimbursable Expenses based on the services to be provided and as set forth in the Amendment authorizing such Additional Services. The negotiated fee shall be based upon the rates specified in Attachment 1 to this Schedule B and all Reimbursable Expenses shall comply with the provision of Section 3.4.1 below. There shall be no overtime pay on Additional Services without OWNER'S prior written approval. B.2.4. The compensation provided for under Sections 2.1 of this Schedule B, shall be the total and complete amount payable to CONSUL T ANT for the Basic Services to be performed under the provisions of this Agreement, and shall include the cost of all materials, equipment, supplies and out-of-pocket expenses incurred in the performance of all such services. B.2.5 Notwithstanding anything in the Agreement to the contrary, CONSUL TANT acknowledges and agrees that in the event of a dispute concerning payments for Services performed under this Agreement, CONSULTANT shall continue to perform the Services required of it under this Agreement, as directed by OWNER, pending resolution of the dispute provided that OWNER continues to pay to CONSULTANT all amounts that OWNER does not dispute are due and payable. 3. SCHEDULE OF PAYMENTS: B.3.1. CONSUL T ANT shall submit, with each of the monthly status reports provided for under Section 1.1 of this Schedule B, an invoice for fees earned in the performance of Basic Services and Additional Services during the subject billing month. Notwithstanding anything herein to the contrary, the CONSUL T ANT shall submit no more than one invoice per month for all fees earned that month for both Basic Services and Additional Services. Invoices shall be reasonably substantiated, identify the services rendered and must be submitted in triplicate in a form and manner required by Owner. Additionally, the number of the purchase order granting approval for such services shall appear on all invoices. -,....,~-"..... -~"'~-,~ '-....-... Agenda Item No. 1685 September 29, 2009 Page 25 of 29 8.3.2. Invoices not properly prepared (mathematical errors, billing not reflecting actual work done, no signature, etc.) shall be returned to CONSULTANT for correction. Invoices shall be submitted on CONSULTANT'S letterhead and must include the Purchase Order Number and Project name and shall not be submitted more than one time monthly. 8.3.3 Payments for Additional Services of CONSULTANT as defined in Article 2 hereinabove and for reimbursable expenses will be made monthly upon presentation of a detailed invoice with supporting documentation. 8.3.4 Unless specific rates have been established in Attachment 1, attached to this Schedule 8, CONSULTANT agrees that, with respect to any subconsultant or subcontractor to be utilized by CONSUL TANT for Additional Services, CONSUL T ANT-shall be limited to a maximum markup of 5% on the fees and expenses associated with such subconsultants and subcontractors. 8.3.4.1 Reimbursable Expenses associated with Additional Services must comply with section 112.061, Fla. Stat., or as set forth in the Agreement, be charged without mark-up by the CONSULTANT, and shall consist only of the following items: 8.3.4.1.1. Cost for reproducing documents that exceed the number of documents described in this Agreement and postage and handling of Drawings and Specifications. 8.3.4.1.2. Travel expenses reasonably and necessarily incurred with respect to Project related trips, to the extent such trips are approved by OWNER. Such expenses, if approved by OWNER, may include coach airfare, standard accommodations and meals, all in accordance with section 112.061, F.S. Further, such expenses, if approved by OWNER, may include mileage for trips that are from/to destinations outside of Collier or Lee Counties. Such trips within Collier and Lee Counties are expressly excluded. 8.3.4.1.3. Permit Fees required by the Project. 8.3.4.1.4 Expense of overtime work requiring higher than regular rates approved in advance and in writing by OWNER. 8.3.4.1.5 Expense of models for the County's use. 8.3.4.1.6 Other items on request and approved in writing by the OWNER. 8.3.4.2 Should a conflict exist between the dollar amounts set forth in Section Agenda Item No. 1685 September 29, 2009 Page 26 of 29 112.061, F.S., and the Agreement, the terms of the Agreement shall prevail. -'- .- -..-.,. Agenda Item No. 1685 September 29, 2009 Page 27 of 29 SCHEDULE B ATTACHMENT II CONSUL TANT'S EMPLOYEE HOURLY RATE SCHEDULE Professional Cateqorv Hourlv Rate Principal 195.00/hr Project Manager 170.00/hr - Senior Planner 140.00/hr Planner 100.00/hr GIS Technician 90.00/hr Administrative Assistant 60.00/hr END OF SCHEDULE B Agenda Item No. 1685 September 29,2009 Page 28 of 29 SCHEDULE C PROJECT MILESTONE SCHEDULE Upon the Notice to Proceed issued by OWNER, a final Transit Development Plan approved by the following entities including the Collier County Board of County Commissioners, Metropolitan Planning Organization and Florida Department of Transportation shall be submitted to OWNER within three hundred twenty four (324) days after the date of such Notice. Task Descriptions Calendar Days -- . Task 1: Establish Review Committee & Prepare for Kickoff 8 days . Task 2: Establish Baseline Conditions 30 days . Task 3: Facilitate Public Involvement 96 days . Task 4: Update Evaluation of Existing Transit Services 18 days . Task 5: Estimate Demand & Mobility Needs 72 days . Task 6: Conduct Situation Appraisal 17 days . Task 7: Develop Goals & Objectives 17 days . Task 8: Prepare Ten-Year Transit Development Plan 50 days . Task 9: Facilitate Meetings & Presentations 16 days ~",.-- - Agenda Item No. 1685 September 29,2009 Page 29 of 29