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Home My WebLink About19D - RFP_GO_LOCAL_PROGRAMREQUEST FOR COUNCIL ACTION o~.,: CITY COUNCIL MEETING DATE:CLERK OF COUNCIL USE ONLY: MAY 17, 2010 TITLE APPROVED REQUEST FOR PROPOSALS FOR GO As Recommended LOCAL PROGRAM STEP 2 PUBLIC As Amended OUTREACH (PROJECT 09-2505-C)Ordinance on 1St Reading Ordinance on 2"d Reading Implementing Resolution Set Public Hearing For CONTINUED TO FILE NUMBER C TY MANAGER RECOMMENDED ACTION Authorize the Public Works Agency to send the attached Request for Proposals to qualified firms to continue and expand the scope of the Go Local Program Step Z public outreach program for the Santa Ana and Garden Grove fixed guideway project. DISCUSSION On May 12, 2008 the OCTA Board allocated $5.9 million in Step 2 funding to Santa Ana for planning and development of a modern streetcar concept. On August 3, 2009, the City Council authorized staff to execute an agreement with the Cordoba Corporation and its team of consultants to conduct the Go Local Program Step 2 technical analysis. At the same time, the City Council approved a budget of $50,000 for purposes of contracting with a public Outreach firm to support Santa Ana's Go Local planning and development activities. On January 4, 2010 the City Council authorized execution of a $50,000 consultant services agreement with Consensus Inc. to initiate the public outreach program for the Santa Ana and Garden Grove fixed guideway project. An expanded scope of work and additional funding is needed to provide public outreach support for the City's entire Go Local Program Transit Vision, which includes the fixed guideway project study as well as the Santa Ana Regional Transportation Center (SARTC) Master Plan and the Santa Ana Boulevard grade separation study. A well-designed and well-executed public outreach program is critical to the successful implementation of the City's Transit Vision. The selected public outreach team will be asked to develop a program that improves community understanding and solicits community feedback on the City's overall transit vision. This outreach effort will be coordinated internally between the Public Works, Community Development and Planning and Building agencies with assistance from City Manager's office. Among other things, the public outreach program will clearly communicate anticipated community benefits, potential community impacts, and the economic development 19D-1 Public Outreach Request for Proposals May 17, 2010 Page 2 of 9 opportunities associated with these various projects. Given the magnitude and complexity oftheseprojects, it is imperative that a skilled team of professionals assists the staff in conducting acomprehensivepublicoutreachcampaign. As outlined in the attached Request for Proposals, the public outreach consultant would beresponsibleforthefollowingtasks: Development of an outreach/communications strategy Presentations to neighborhoods, businesses, and professional groupsSupportoftheStakeholdersWorkingGroup Attendance at technical team meetings for the fixed guideway project study and SARTCMasterPlan Outreach coordination with Community Development and Planning and Building onprojectsandinitiativesthatsupporttheCity's Transit Vision, such as the Station DistrictFulfillmentofCaliforniaEnvironmentQualityActCEQA) and National EnvironmentalProtectionAct (NEPA) public outreach requirements for the fixed guideway study, SARTCMasterPlan, and Santa Ana Boulevard grade separation study ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available in the Measure M -Street Construction Fund (account no. 32-553-6611,project 09-2505-C). APPROVED AS TO FUNDS AND ACCOUNTS: Raul Godinez II Francisco GutierrezExecutiveDirectorExecutiveDirectorPublicWorksAgencyFinance & Management Services Agency 19D-2 REQUEST FOR PROPOSALS SANTA ANA TRANSIT VISION PUBLIC OUTREACH I.INTRODUCTION The public outreach program shall communicate information about Santa Ana's Fixed Guideway Project, the Santa Ana Regional TransportationCenter (SARTC) Master Plan, and related projects to the public in order to gain community understanding and solicit community feedback. Among other things, the public outreach campaign should clearly communicate anticipatedcommunitybenefits, potential community impacts, and possible economic development opportunities associated with the projects. II.PROJECT BACKGROUND The Santa Ana Fixed Guideway Project will serve as local connector to regional and national rail, bus, and airport transportation services provided attheSantaAnaRegionalTransportationCenter (SARTC). It will also serve as a local circulator in the downtown/government center area, the Station District and several other Santa Ana neighborhoods. The desired attributes of the Santa Ana Fixed Guideway system are: 1. Stimulate land development and economic activity 2. Integrate well with the surrounding community3. Provide connectivity between regional rail and bus services at SARTC and major destinations 4. Ensure that passenger safety and security are adequately addressed 5. Use clean energy 6. Be attractive, comfortable, friendly, accessible and easy to maintain 7. Integrate well with bicycle and pedestrian activity 8. Provide acost-effective system 9. Meet future mobility needs 10. Maximize use of existing right-of-way 11. Engage with business and activity centers along the line 12. Minimize construction impacts The SARTC Master Plan will serve as the blueprint for addressingtransportationproviderandpassengerneedsatSARTCforthenext 30 yearsandbeyond. The goals for the SARTC Master Plan are to: 1. Provide a transportation facility where people can easily transfer between services 2. Design a transportation facility that integrates well with the surroundingcommunity 1 19D-3 3. Create an attractive, sustainable transportation facility with low maintenance costs 4. Efficiently provide parking and support facilities for each service offered at SARTC 5. Evaluate and integrate transit supporting commercial, retail and/or residential uses as feasible 6. Ensure that passenger safety and security are adequately addressed 7. Support and encourage pedestrian and bicycle access III. SUBMITTAL REQUIREMENTS TABLE OF CONTENTS The table of contents should include a clear identification of the material bysectionandpagenumber. OVERVIEW AND SUMMARY This section should clearly convey the Consultant's understanding of the nature of the work and the general approach to be taken. It should include the following: A discussion of the Consultant's experience in successfully preparing and executing public outreach programs for complex transit studies. Consultant's opinion regarding the most difficult issues or risk factors affecting public acceptance of the project and Consultant's recommendationsforaddressingeachofthem. QUALIFICATIONS, REFERENCES AND RELEVANT EXPERIENCE A detailed statement of the Consultant's qualifications and previousexperienceinconductingsimilarwork, and one-page resumes of the personnel the Consultant intends to use to perform the project, summarizingeachindividual's training and experience relevant to this project. This sectionshouldindicatethepercentageoftimeeachteammemberwilldevotetothis engagement, identify the project manager, and demonstrate that the Consultant's personnel have experience and expertise in all areas requireddescribedintheScopeofWork. The resumes of key sub-consultant personnel also need to be included. A summary (no longer than one page each) of at least three (3) projectssimilarinsubjectmatterandscopetothisproject, including client agency, thecontracttermandamount, and a contact person (with telephone number)who may be contacted as a reference. 2 19D-4 WORK PLAN Consultant shall provide a narrative that addresses the Scope of Work and shows Consultant's understanding of the City's needs and requirements.Consultant shall describe the approach and work plan for completing the services specified in the Scope of Work. The work plan shall be of such detail to demonstrate the Consultant's ability to accomplish the project objectivesandoverallschedule. The Consultant may suggest alternatives to the proposed tasks and deliverables that facilitate achievement of the projectobjectives, provided that all tasks in the Scope of Work section of this RFP are addressed and all alternative approaches are justified in the proposal. A detailed staffing plan for each task and subtask must be submitted and should include an organization chart. The staffing plan shall identify all staff by name and identify the specific tasks for which each individual will be responsible. The proposal must also demonstrate adequacy of labor resources for the duration of the project, utilizing a table projecting the labor-hour allocation to the project, and must include each team member's currentandprojectedavailabilityforthedurationoftheproject, including a summaryofthetimeallocatedtootherprojects. COST PROPOSAL Consultant shall submit affixed-fee cost proposal consistent with the Scope ofWorkandtherequirementsofthisRFP. Any optional tasks proposed by the Consultant shall be estimated separately in the cost proposal. The cost proposal shall include a full description and breakdown of the expectedexpendituresoffundsfortheproposedproject, as set forth in the Scope of Work, in two forms: a task budget and a line item budget. The classifications, names, and hourly billing rates of individuals proposed for the project shall be clearly identified. IV. SCOPE OF WORK Task 1 -Develop outreach/communications strategy for• General public Business community Stakeholders Elected officials Media Task 2 - Prepare and present study information to' Neighborhoods Business and professional groups Others, as requested 3 19D-5 Task 3 -Provide support for Stakeholders Working Group meetinas• Prepare and distribute agendas Prepare presentation materials Facilitate/lead meetings, as requested Prepare and distribute meeting summaries with action items Task 4 -Attend technical team meetings as reauested• Bi-weekly fixed guideway status meetings Monthly fixed guideway Project Development Team meetingsPeerReviewTeammeetings SARTC Master Ptan coordination meetings Station District coordination meetings Task 5 -Coordinate with/support public outreach programs for• Station District Santa Ana Transit Zoning Code Santa Ana Boulevard Grade Separation Other related projects, as directed Task 6 -Provide timely written updates to Santa Ana's• Transit Program Manager Others, as requested Task 7 -Assist with CEQA/NEPA public meetings including• Scoping meeting(s) Public hearing(s) While carrying out each of the above activities, the Consultant shall: Gain prior approval from the Transit Program Manager for all materials to be presented and distributed to the public Create and maintain a meeting environment that: Stimulates discussion Encourages everyone to express an opinion Discourages personal attacks Prevents any individual or group from dominating the meeting Present immediate feedback to the Transit Program Manager when highlycontroversialissuesariseornegativelychargedmeetingsoccur. Consultant shall also coordinate with the Orange County TransportationAuthority's (OCTA's) public outreach activities related to the Go Local FixedGuidewayandRegionalGatewaysprograms, as appropriate. 4 19D-6