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HomeMy WebLinkAbout19G - RFP - DOWNTOWN PARKING OPERATION AND UTILIZATION STUDYREQUEST FOR .._. `x COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 7, 2011 TITLE: REQUEST FOR PROPOSALS FOR A DOWNTOWN PARKING OPERATION AND UTILIZATION STUDY CITY ANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on ? s` Reading 0 Ordinance on 2rtl Reading (] Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the Community Development Agency to send a Request for Proposals to qualified consulting firms to provide a Downtown parking operation and utilization study. DISCUSSION In the late 1980s, the City/Agency constructed a number of parking structures to meet the growing demand for parking in the Downtown. The structures are in need of capital repairs, and the equipment is outdated and in need of replacement. In addition to the physical improvements needed in the structures, we also need to review such things as hours of operation, rate structure, validation options, security measures, etc. Modifications to the structures and operating procedures have been implemented over time in a piecemeal fashion and without professional advice from an experienced parking consultant. The increased use of the structures in the Downtown has also generated a new mix of stakeholders who have suggested their own modifications to operational procedures in the garages which are not necessarily consistent with each other. As a result, staff is recommending that we issue a Request for Proposals (Exhibit 1) to qualified parking consultant firms who have experience with downtown parking facilities in a mixed-use environment. In the meantime, we are proceeding with certain improvements to the garages such as increased lighting, signage and some equipment replacement. 19G-1 RFP -Downtown Parking Study February 7, 201 1 Page 2 FISCAL IMPACT There is no fiscal impact associated with the release of this Request for Proposals. Cynthia J. Nelson Deputy City Manager for Development Services Community Development Agency CJ N/N E/m Ir Exhibit: 1 . Request for Proposals 19G-2 DRAFT Request for Proposals For Comprehensive Parking Analysis CITY OF SANTA ANA COMMUNITY DEVELOPMENT AGENCY 20 CIVIC CENTER PLAZA, M-25 SANTA ANA, CALIFORNIA 92701 Pre-Submittal Meeting Date and Time: XXXXX XX, 2011 at x:xx. Submittal Deadline Due Date and Time: XXXXX XX, 2011 Before 5:00 p.m. Proposal Submittal: Proposals must be submitted to the City of Santa Ana, Community Development Agency, Attn: Frank Hernandez, Management Analyst, per the Submittal Instructions Section of this RFP. ALL PROPOSALS MUST BE RECEIVED BEFORE 5:00 PM ON XXXX XX, 2011. NO LATE PROPOSALS WILL BE ACCEPTED. Any requests for clarification or other questions concerning this RFP must be submitted via email to sssCc7santa-ana.org before 4:00 p.m. on xxxx xx, 2011. Responses will be provided via an addendum sent via email. The City of Santa Ana reserves the right to reject any or all Proposals, to waive any informality in any Proposal, and to select the Proposals that best meet the City's needs. Exhibit 1 19G-3 DRAFT Request for Proposals For Comprehensive Parking Analysis INTRODUCTION The City of Santa Ana (City) is seeking proposals from qualified firms (Consultant) to conduct a comprehensive parking analysis in the Downtown. The primary objectives for this analysis are to assess the current parking services offered by the City, meet with and gather information from Downtown stakeholders and recommend improvements. This study and its recommendations will help the City to improve and coordinate the parking resources in the Downtown. BACKGROUND The City of Santa Ana was incorporated on June 1 , 1886. A City Charter was adopted in 1952, which established aCouncil/Manager form of Government. Santa Ana is the County Seat and largest city in Orange County, and Ninth largest in California, with an estimated population of approximately 360,000. The City of Santa Ana has a downtown district listed in the National Register of Historic Places. This area is roughly bounded by Civic Center Drive, First Street, Ross Street and Spurgeon Street. In recent years the Downtown area has undergone several changes which has resulted in competing parking needs. The downtown includes a variety of uses including government, professional offices, retail, entertainment, restaurants and residential. In addition to the changing uses, the hours of operation for the downtown span over a wider period of the day, from coffee shops that open early to nightclubs that close well after midnight. The City has also seen an increased desire to hold special events in the Downtown area. With all the increased activity there is a greater requirement to develop a thorough parking plan to accommodate the needs. Currently on-street parking is composed of approximately 530 metered parking spaces and off- street parking consists of parking structures and parking lots. The parking meters are managed and enforced by city staff. The City owns four parking structures in the downtown that are managed through a contract with a private company. Three of the structures have a capacity of approximately 400 parking spaces and one with a capacity of approximately 700 parking spaces. Additionally the City owns a parking lot with approximately 60 parking spaces. There is additional parking in the downtown owned and operated by private companies. MINIMUM QUALIFICATIONS Exhibit 1 19G-4 DRAFT Company shall have at least five (5) years experience within the past five years in providing comprehensive planning, studies and analysis which is consistent with and meets the criteria set forth in the Scope of Work for commercial or municipal entities under its current business name. SCOPE OF WORK The selected Consultant shall produce a parking analysis report which assesses the current services, meet with Downtown stakeholders, and make recommendations for improvement. Specific components of t he study and tasks necessary to complete a comprehensive analysis may include, but shall no t be limited to: A. Assessment of Current Conditions 1. On-Street Parking and Surface Lot a. Purpose of on-street parking b. Hours of accessibility c. Hours of enforcement d. Duration of parking e. Special parking needs (e.g. handicapped, loading, valet, etc...) f. Meter equipment g. Rate structure h. Fines, penalties, towing i. Free parking-Grace period j. Public perception k. Public expectation I. Public need m. Number of parking meter spaces n. Related services o_ Baseline services p. Deficiencies q. Technology enhancements r. Public information process s. Other components necessary to properly address the RFP 2. Off-Street Parking (Parking Structure) a. Purpose of off-street parking b. Hours of accessibility c. Hours of enforcement d. Duration of parking e. Special parking needs (e.g. handicapped, loading, valet, etc...) f. Rate structure g. Fines, penalties, towing h. Efficiency of operations i. Public perception j. Public expectations k. Public need I. Related services (e.g. security) Exhibit ? 19G-5 DRAFT m. Baseline services n. Free parking, grace period, validation o. Special event parking-Garage access and exiting p. Deficiencies q. Public information process r. Physical layout and traffic flow s. Technology enhancements t. Residential Parking (overnight) u. Other components necessary to properly address the RFP B. Facilitation of Public Meeting Conduct a minimum of 4 public meetings with Downtown stakeholders, two meetings concerning on-street parking and two meetings concerning off-street parking. (as part of the cost proposal please include the number of hours for each job classification needed to conduct each meeting) C. Recommendations and Implementation Provide recommendations on how to address/improve each component identified in the scope of work above, in order to provide better service to the community. Recommendations shall include information about the advantages and disadvantages of implementing the proposed recommendations. Further if a proposed recommendation has a fiscal impact associated, provide suggestions on how the cost may be mitigated or the potential for revenue enhancements. Provide information of how to best implement the proposed recommendations, including acommunication/education program D. Preparation and Presentation of Final Report Consultant shall compile all data, analysis, findings, recommendations and implementations into a final parking analysis report to be formally presented to staff. The analysis will also be presented to the City Council at a scheduled City Council meeting. E. Follow Up After Implementation-conduct an analysis of implemented changes to determine if further changes are needed. Consultant shall complete other tasks deemed necessary for the accomplishment of a complete and comprehensive parking analysis report. Consultant shall be expected to expand on the above-noted tasks where appropriate, and provide suggestions which might lead to efficiencies and enhance the results or usefulness of the study. SUBMITTAL REQUIREMENTS This Request for Proposal is intended to assess each Consultant's general capabilities as they would apply to the City of Santa Ana and to evaluate specific responses to the expected scope of work. In order to maintain uniformity with all proposals furnished by Consultants, it is hereby Exhibit 1 19G-6 DRAFT requested that proposals be limited to ten (10) one-sided pages (excluding front and back covers, section dividers, resumes and required forms). Proposals shall be typed with a standard 12 point font, double spaced and submitted on 8.5" X 11" paper. Proposals shall be three-hole punched and inserted in a binder. Consultant must organize their response to this RFP in the following format and address each of the following items. A. Cover Letter The cover letter is to be signed by an officer of the firm authorized to execute a contract with the City. B. General Qualifications Provide a summary of the Consultant's qualifications, general information about the firm, location of office(s), years in business and areas of expertise. Provide a brief description of projects which involved a similar scope of services as well as projects/clients where Consultant had performed as an extension of staff. C. Key Staff Identify key staff and include a description of their abilities, qualifications and experience. Attach resumes of key staff to be assigned to this project. Include a proposed project management structure and organizational chart. A meeting facilitator shall be included as part of the project team. Identify any portion of the scope of work that will be subcontracted. The City reserves the right to approve or reject all consultants or internal staff performing consulting services, proposed by the Consultant during or after the consultant review and selection process. There can be no change of key personnel once the proposal is submitted without the prior approval of the City. D. Project Specific Approach and Methodology Consultant shalt describe its understanding of the project and the proposed technical and management approach. Consultant shall also describe the methodology and approach to complete each of the items and identified deliverables. Expand on the scope of work where appropriate to accomplish the overall objective of the project, and provide suggestions which might enhance the results or usefulness of the study. Include assumptions about the number of meetings needed with City staff to complete the Scope of Work. E. Schedule Propose a timeline (in number of days and date format) for completion of the Scope of Work including start date, milestones and target completion date. Any assumptions regarding turnaround time for City staff or City Council should be clearly noted. F. Exceptions/Deviations State any exceptions to or deviations from the requirements of this RFP, segregating "technical" exceptions from "contractual" exceptions. Where Consultant wishes to propose alternative approaches to meeting the City's technical and/or contractual requirements, these should be thoroughly explained. If no contractual exceptions are noted, Consultant will be deemed to have accepted the contract requirements as set forth in the attached agreement. G. Rates/Cost Proposal Exhibit 1 19G-7 DRAFT The selected firm will be paid at the billing rates included in the proposal with an amount "not to exceed" for the contract. Provide the billing rates for each classification of proposed staff members. Additionally, please identify the number of hours necessary by each classification position to complete each component in the scope of work. The number of hours schedule is to be formatted in the same manner as the list under "Scope of Work". Components of the scope of work may be removed and as such the hours and costs associated will also be deducted from the contract. If components are added to after execution of the contract, these additional components will be negotiated. H. References Consultant shall provide a list of references for the firm, including the names, addresses and telephone numbers of recent clients, preferably other public agencies for which Consultant has done similar work. Include a list of specific projects associated with each reference, date work was pertormed, cost and key personnel involved. SUBMITTAL INSTRUCTIONS Submit five (5) bound copies of your proposal signed by a company official with the power to bind the company in its proposal before 5:00 PM on or before XXXX xx, 2011. City of Santa Ana Community Development Agency Attn: Frank Hernandez 20 Civic Center Plaza, M-25 Santa Ana, CA 92701 CONSULTANT SELECTION The response to this Request for Proposal shall contain documentation of consultant's credentials and expertise pertaining to your specialty in this field. Proposals will be evaluated on the basis of qualifications, abilities, and responsiveness of the proposing Consultant. The City of Santa Ana has established a Consultant Selection Committee to evaluate Consultant's proposals. The evaluation of each proposal will be based on technical criteria and qualifications listed within the RFP, reference checks, and other information which will be gathered independently- The following general selection criteria will be used to evaluate each consultant: A. Qualifications of the Firm - 30% Technical experience in pertorming work of a closely similar nature; experience working with public agencies; strength and stability of the firm; experience and technical competence of the subcontractors; assessment of client references. B. Staffing & Project Organization-30% Qualification of project staff, particularly key personnel and especially the Project Manager; key personnel's level of involvement in pertorming related work cited in "Key Staff' section; logic of project organization; adequacy of labor commitment; concurrence in the restrictions on changes in key personnel. C. Work Plan-20% Exhibit 1 19G-8 DRAFT Depth of Consultant's understanding of City's requirements and overall quality of work plan; logic, clarity and specificity of work plan; appropriateness of labor distribution among the tasks; ability to meet the project deadline' reasonableness of proposed schedule. D. Cost-20% Reasonableness and affordability of the proposed hourly rates and other direct costs compared with other offers received. Adequacy of data in support of figures quoted; reasonableness of individual task budgets' basis on which prices are quoted. EVALUATION PROCEDURE An evaluation committee will be appointed to review all proposals received for this RFP. The committee is comprised of City staff and may include outside personnel- The committee members will evaluate the written proposals using criteria identified in Consultant Selection above. A list of top ranked proposals, firms within a competitive range, will be developed based upon averaging of the committee members' scores for each proposal. During the evaluation period, the City may interview some or all of the proposing firms. At any time during the evaluation process, and before or after selection for award, the City may negotiate contract terms with some or all consultants, and expressly reserves the right to negotiate with several Consultants simultaneously, and thereafter to award a contract to the Consultant presenting the most favorable terms to the City. AWARD The City Council will consider the recommendation of staff and may approve contract award or modify the recommendation. The City reserves the right to award the entire scope of work to a Consultant or to apportion scope of work among several Consultants as the City may deem to be in its best interest. In addition, negotiations may or may not be conducted with Consultants; therefore, the proposal submitted should contain the Consultant's most favorable terms and conditions, since the selection and award may be made without discussion with any consultant. GENERAL INFORMATION Any requests for clarification or other questions regarding this RFP shall be sent via email to xxxx, xxxx, xxxCu7santa-ana.org no later than 4:00 p.m. on xxxx xx, 201 1 . Responses to questions, if applicable, shall be emailed as an addendum on or about xxxx xx, 2011 . The City of Santa Ana reserves the right to reject any or all Proposals, to waive any informality in any Proposal, and to select the Proposals that best meet the City's needs. INSURANCE REQUIREMENTS Please refer to the Professional Consulting Services Agreement (Attached) Exhibit 1 19G-9 DRAFT PROFESSIONAL CONSULTING SERVICES AGREEMENT A Professional Consulting Services Agreement is enclosed for your review. The RFP and the Consultant's Proposal will be attached and become part of the agreement as exhibits. Be prepared when submitting a proposal to approve the Professional Consulting Services Agreement in this Request for Proposals. COORDINATION The City will decide the manner in which the coordination of individuals matters is undertaken. At the City's option, coordination efforts may be pertormed by the Consultant's direct contact, by the Consultant acting though the City or by the City Only. When coordination efforts require agreements, such agreements shall be coordinated through the City. RIGHT TO REJECT PROPOSALS The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any contract will be awarded pursuant to this RFP or otherwise. All costs incurred in the preparation of the proposal, the submission of additional information and/or any aspect of a proposal prior to award of a written contract will be borne by the respondent. The City will provide only staff assistance and documentation specifically referred to herein and will not be responsible for any cost or obligation of any kind, which may be incurred by the respondent. All proposals submitted to the City shall become property of the City. TENTATIVE SCHEDULE TBD PROPOSAL SUBMITTAL DEADLINE TBD ADDENDA Any subsequent changes in the RFP from the date of issuance to date of submittal will result in an addendum by the issuing office. PRIME CONSULTANT RESPONSIBILITIES The selected consultant will be required to assume responsibilities for all services in their proposal. The selected Consultant will be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the agreement. Exhibit 1 19G-10 DRAFT DELAYS The City reserves the right to delay schedules if it is to the advantage of the City of Santa Ana PROJECT CONTROL Control of the project shall remain the total responsibility of the City of Santa Ana. RULES OF PROPOSAL The signer of the proposal must declare in writing that the only person, persons, company or parties interested in the proposal as principals are named therein; that the proposal is made without collusion with any other person, persons, company or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud; and, that the signer of the proposal has full authority to bind the principal proposer. METHOD OF PAYMENT The consultant shall submit a monthly invoice to the City for the services rendered in that month. The invoice shall include a detailed breakdown of the services, the project title, the tasks, the hours and the hourly rates. REGULATIONS The selected consultant shall be expected to comply with all applicable federal, state, city regulations, and contract provisions. Exhibit 1 19G-11 19G-12