REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS FOR THE OREM CITY PARKING STUDY Issued February 26 th, 2018 City of Orem 56 North State Street Orem Utah 84057

2 TABLE OF CONTENTS 1.0 Introduction The Successful Applicant Project Background Outline of Tasks and Deliverables Preliminary Report & Research Local Parking Counts & Intercept Surveys Final Report & Recommendations Evaluation Criteria Proposal Submittal Requirements Content of Proposal Inquiries Concerning the RFP Format, Submission, and Deadline of Proposal Submittal RFP Timeline Billing Requirements Insurance Requirements Minimum Limits of Insurance Deductibles and Self- Insured Retentions Notice of Incident or Accident Other Insurance Provisions Workers Compensation and Employers Liability Coverage All Coverage s Acceptability of Insurers Verification of Coverage Subcontractors Terms and Conditions

3 1.0 INTRODUCTION The City of Orem is requesting proposals for a parking study which will recommend new parking standards for various land uses in the City. 1.1 THE SUCCESSFUL APPLICANT The successful applicant must have considerable experience conducting parking studies, and will utilize secondary data as well as primary data by conducting parking counts and surveys at multiple sites in Orem. The successful applicant must prove that they have completed parking counts (not just parking studies) in the past and must demonstrate that these counts were completed in such a way as to stand up to considerable scrutiny. 1.2 PROJECT BACKGROUND With a limited amount of remaining undeveloped land, most of Orem s future growth is expected to occur through the redevelopment of existing sites throughout the City. One of the challenges with new development particularly when it occurs in areas with nearby existing development is regulating parking. Currently, the City has a range of parking standards for various land use categories. In some cases, the parking standards require more parking spots than are needed and result in underutilized parking lots. In other cases, the parking requirements do not require enough parking spots and vehicles park in nearby neighborhoods and / or developments and result in nuisances. The goal with this study will be to identify land uses that need new parking standards and recommend updated parking standards based on recognized standards, local sampling, and proximity to existing and future transit. This study will also provide recommendations for shared parking arrangements on mixed use sites and policies for parking reductions in exchange for site improvements. 2.0 OUTLINE OF TASKS AND DELIVERABLES The outline of tasks and deliverables for this project are contained in this section. An estimate of hours required for each task is provided. While the City has outlined the tasks, list of deliverables, and estimated hours, it will be the responsibility of the consultant in the proposal to detail how each task will be completed and how many hours are expected to be billed. Proposal evaluation criteria and submittal requirements are contained in sections 3.0 and 4.0, respectively. Proposals may include supplementary tasks if the consultant feels there are additional creative ways to successfully complete the study. 2

4 2.1 PRELIMINARY REPORT & RESEARCH Scope of Work The consultant will review the existing parking standards as contained in the Orem City Code ( The consultant will create an existing conditions report that lists all land use categories in Orem that have a parking requirement. This will entail reviewing the ordinances and verifying the parking requirements. The consultant will make recommendations with staff input regarding which land use categories need an updated parking standard. The consultant will recommend, for each proposed land use category, what further research will be needed to create a new standard (parking counts, intercept surveys, vehicle trip / ownership data, other data, or some combination of these). These existing conditions report should detail the methodology that will be employed to update the parking standards, including the method for obtaining accurate on- and offsite parking counts. Deliverables Attend a kickoff meeting with staff to discuss the project plan. Prepare an existing conditions report. This document should be pages, lightly formatted, and meant primarily as an internal document to inform staff and City Council. Provide a presentation for a City Council work session explaining the findings of the preliminary report and discussing the further research that will be undertaken. Estimated Hours Estimated hours 2.2 LOCAL PARKING COUNTS & INTERCEPT SURVEYS Scope of Work As identified by the existing conditions report, the consultant will conduct parking counts and intercept surveys at a selected number of sites. The consultant will count every person and vehicle entering and exiting the site during a designated time, and conduct intercept surveys with a sample of persons to confirm the mode of travel and any other travel specifics of interest to the city. The submission to this RFP should contain a detailed explanation of how the consultant proposes to conduct these counts, who will be employed as counters or survey takers, and the general methodology employed. The submission should also provide an estimate based on a per site count / survey, as the number of required site counts will be determined later. 3

5 Deliverables Conduct parking counts and intercept surveys at a selected number of sites in Orem during the months of September and / or October of Estimated Hours Because the number of sites to be counted and surveyed will be determined later, the proposal to this RFP should provide a cost estimate per site. This estimate should assume one person will be taking vehicle counts and one person will be conducting surveys at one entrance to the site. The proposal should provide cost estimates for sites that have multiple entrances and require additional counters / survey takers. 2.3 FINAL REPORT & RECOMMENDATIONS Scope of Work The consultant will write a final report recommending new parking standards for the land use categories determined in the preliminary report. These recommendations will be based on parking counts, intercept surveys, vehicle trip / ownership data, other data, or some combination of these. Within certain land use categories, recommendations should include tiered deductions for parking requirements based on proximity to existing and / or proposed transit stations (such as BRT, light rail, and commuter rail). The final report will also make recommendations for new mixed land use categories currently being considered by the City. As part of this, recommendations should include strategies for shared parking arrangements on mixed use sites (which will include a review of Orem s existing shared parking requirements), and policies for parking reductions in exchange for site improvements. The final report should contain a brief section outlining successful parking enforcing strategies from across the region and nation. Deliverables Prepare a final report which recommends parking standards for major categories of development based on land use, local sampling, recognized standards, and proximity to existing and future transit. This document should be pages, nicely formatted, and prepared as a public document. Assist City staff with amending existing ordinances or drafting new ordinances which comply with the recommendations of the final report. Provide three presentations: one City Council work session and two public hearings where the parking study will be considered for adoption as part of the general plan (one for Planning Commission and one for City Council). 4

6 Estimated Hours Estimated hours 3.0 EVALUATION CRITERIA Proposals will be evaluated by a selection committee made up of key City staff members. Each section of the proposal will be scored from 0 (not responsive) to 10 (fully meets the requirements) based upon a weighted scale as indicated below. Short-listed firms will be invited to participate in an interview. Section 4.0 will outline the submittal requirements in detail. Cost of Services (40%) Project Understanding and Approach (30%) Staff Qualifications (30%) 4.0 PROPOSAL SUBMITTAL REQUIREMENTS 4.1 CONTENT OF PROPOSAL The proposal must include the following sections: Proposal Section 1. Signed Cover Letter and Title Page This letter will briefly summarize the firm s interest in performing the work and the commitment of key personnel identified in the proposal. It should also provide a summary of the key elements of the qualifications of the firm and its sub-consultants. The title page should provide the name of the applicant and other team member firm(s) listed in the proposal (if any), including their address, primary contact person, and the date of submission. Proposal Section 2. Statement of Experience Provide an overview of the applicant s pertinent experience, demonstrating recent experience with public outreach of a significant scale. All experience referenced MUST have been gained by staff members who currently work with the firm and will be assigned to this project. Failure to meet this requirement will disqualify the proposal. Proposal Section 3. Proposed Scope of Work Provide a proposed scope of work that demonstrates in detail how the applicant will successfully complete the tasks outlined in section 2.0 of this RFP. While the City has provided an outline of tasks, list of deliverables, and estimated hours, it will be the responsibility of the consultant in the project proposal to detail how each task will be completed and how many hours are expected to be billed. The number of hours of the consultant provides for each task will be viewed as a not to exceed amount. 5

7 Proposal Section 4. Project Timeline Provide a detailed schedule for the tasks to be completed. Proposal Section 5. Cost Proposal Provide a project budget in line-item format showing a breakdown of hours, hourly rates, and reimbursable expenses per task as outlined in section 2.0 of this RFP. The last line of this project budget should contain a Total Proposed Amount which should include all costs and expenses. Proposal Section 7. Project Team Description Introduce the proposed project team (including sub-contractors, if any) and their roles in performing the scope of services proposed. Provide an organization chart that identifies key project team members and their roles. Resumes of key staff may be included but limited to one (1) page each. Proposal Section 8. Proof of Insurance: The Applicant must provide proof of the required insurance coverage as per section 5.0 of this RFP. Proposal Section 9. Examples of Past Work and References: Each proposal should include two examples of recently completed projects related in scope to this proposal (the total number of examples in the proposal should be limited to two, regardless of the number of sub-contractors). These two examples should be presented in the appendix of the proposal or attached to the proposal submission. 4.2 INQUIRIES CONCERNING THE RFP Questions relating to this RFP shall be directed to City s project manager. Questions are required to be asked via . All questions and responses will be provided online at and located under the Orem RFPs link. These questions and answers will be updated weekly. Contact: Project Manager Kirby Snideman Long Range City Planner City of Orem ksnideman@orem.org 6

8 4.3 FORMAT, SUBMISSION, AND DEADLINE OF PROPOSAL SUBMITTAL Proposals must be submitted electronically via in PDF file format. If the proposal is too large for an , a download link can be sent via . Ten paper copies of the proposal must also be submitted (only one copy of the two examples of past work needs to be submitted). Proposals must be received no later than 3:00pm, Mountain Standard Time, March 30 th, Late proposals will not be considered. Proposals must be submitted to the following addresses and physical address: Addresses: Kent Allen krallen@orem.org Kirby Snideman ksnideman@orem.org Physical Address: Attention: Kent Allen 56 N State Street Orem, Utah RFP TIMELINE The following dates are estimates and are subject to change: March 30 th, 2018 April 19 th, 2018 April 25 th - 26 th, 2018 April 30 th, 2018 May 7 th, 2018 Proposal Submission Deadline Finalists Notified Presentations / Interviews to Selection Committee Successful Applicant Notified Project Start Date 5.0 BILLING REQUIREMENTS The consultant will be required to send an invoice monthly with a breakdown of hours, hourly rates, and reimbursable expenses each assigned to a particular task as outlined in Section 2.0 of this RFP. Expense categories not expressly agreed to by the City and the time of contract signing are not reimbursable. 6.0 INSURANCE REQUIREMENTS Contracting party shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the contracting party, its agents, representatives, 7

9 employees or subcontractors. The cost of such insurance shall be included in the Contracting party s proposal. 6.1 MINIMUM LIMITS OF INSURANCE Contracting party shall maintain limits no less than: Professional Liability: $2,000,000 combined single limit per occurrence, $3,000,000 aggregate. Automobile Liability: $2,000,000 combined single limit per accident for bodily injury and property damage. Any Auto coverage is required. Worker s Compensation and Employers Liability: Worker s compensation limits as required by the State of Utah and Employers Liability limits of $1,000,000 per accident. 6.2 DEDUCTIBLES AND SELF- INSURED RETENTIONS Any deductibles (5% limit) or self-insured retentions must be declared to and approved by the City of Orem. At the option of the City of Orem, either: the insurer may be required to reduce or eliminate such deductibles or self-insured retentions as respects the City of Orem, its officers, officials and employees; or the contracting party may be required to procure a bond guaranteeing payment of losses and related investigations, claim distribution and defense expenses. 6.3 NOTICE OF INCIDENT OR ACCIDENT Contracting party shall agree to disclose to the City of Orem, all incidents or occurrences of accident, injury, and/or property damage covered by the insurance policy or policies. 6.4 OTHER INSURANCE PROVISIONS The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverage s 1. The City of Orem, its officers, officials, employees and volunteers are to be named as additional insureds. The coverage shall contain no special limitations on the scope of protection afforded to the City of Orem, its officers, officials, employees or volunteers. 2. The contracting party s insurance coverage shall be a primary insurance as respects the City of Orem, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Orem, its officers, officials, employees or volunteers shall be in excess of the contracting party s insurance and shall not contribute with it. 3. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City of Orem, its officers, officials, employees or volunteers. 4. The contracting party s insurance shall apply separately to each insured against whom 8

10 claim is made or suit is brought, except with respects to the limits of the insurer s liability. 6.5 WORKERS COMPENSATION AND EMPLOYERS LIABILITY COVERAGE The insurer shall agree to waive all rights of subrogation against the City of Orem, its officers, officials, employees and volunteers for losses arising from work performed by the contracting party for the City of Orem. 6.6 ALL COVERAGE S Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City of Orem. 6.7 ACCEPTABILITY OF INSURERS Insurance is to be placed with insurers with a Bests rating of not less than A-:VIII, unless approved by the City Manager. 6.8 VERIFICATION OF COVERAGE Contracting party shall furnish the City of Orem with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City of Orem reserves the right to require complete, certified copies of all required insurance policies, with all endorsements, at any time. 6.9 SUBCONTRACTORS Contracting party shall include all subcontractors as insured s under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage s for subcontractors shall be subject to all of the requirements stated herein. 7.0 TERMS AND CONDITIONS The City of Orem reserves the right to reject any or all proposals submitted if such election is deemed to be in the best interest of the City. The City assumes no obligation or liability for costs incurred by the responding firms prior to issuance of a contract. All proposals and all information submitted as part of or attached to any proposal shall become the property of the City. The City reserves the right, in its sole discretion, to use or allow the selected proposer to use in connection with the City Center District Zoning Ordinance Update without limitation any and all information, concepts, and data submitted in response to this RFP, or derived from further investigation of such proposals. 9