HomeMy WebLinkAboutItem H MEMORANDUM
September 13, 1999
TO: MAYOR YOSTAND
MEMBERS OF THE CITY COUNCIL
FROM: KEITH TILL,
CITY MANAGER
SUBJECT: Response to Huntington Beach request for$4,200 to fund rail study
SUMMARY OR RECOMMENDATION: Council to approve a motion declining to
participate in a rail feasibility study at a cost of$4,200.
BACKGROUND: Members of the West Orange County Cities Association have been
considering hiring a consultant to conduct a Rail Feasibility and Alignment Study. The
stated purpose is to develop a vision for West Orange County rail needs, identify
preliminary rail alignment alternatives and gather supportive materials to be used in
discussions with Orange County Transportation Authority as it begins to consider Phase
II of the Centerline Corridor project.
The cities of Buena Park, Fountain Valley, Garden Grove and Huntington Beach have
formed a subcommittee of WOCCA to develop a request for proposals. The estimated
budget for the study is $105,000. Seal Beach's cost, based upon a per capita percentage
formula,would be $4,200. A number of cities have committed to participate financially.
It isn't clear,however, whether there would be a direct benefit to Seal Beach that could
not be achieved through a study performed by OCTA, without a cost to the city. It is
clearly a keen interest of several of the larger cities in WOCCA, so the study may be
funded with or without Seal Beach's participation. Given the cost involved and new
financial problems the City is facing, it does not appear prudent to participate financially.
RECOMMENDATION: City Council to approve a motion declining to participate
fmancially in the West Orange County Cities Association Rail Feasibility and Alignment
Study.
Agenda Item 23
City Share/by Per Capita Percentage
Pop % Phase I& II Phase III Total
(1/97)
Buena Park 73,072 11 $ 4,950 $ 6,600 $ 11,550
Cypress 47,028 7 $ 3,150 $ 4,200 $ 7,350
Fountain 54,797 8 $ 3,600 $ 4,800 $ 8,400
Valley
Garden Grove 152,041 22 $ 9,900 $ 13,200 $ 23,100
Huntington 188,518 27 $ 12,150 $ 16,200 $ 28,350
Bch
La Palma 15,761 2 $ 900 $ 1,200 $ 2,100
Los Alamitos 11,661 2 $ 900 $ 1,200 $ 2,100
Seal Beach 26,360 4 $ 1,800 $ 2,400 $ 4,200
Stanton 32,984 5 $ 2,250 $ 3,000 $ 5,250
Westminster 83,141 12 $ 5,400 $ 7,200 $ 12,600
Total . Q 685,363 100 $45,000 d $ 60,000 I $ 105,000
CITY OF HUNTINGTON BEACH
REQUEST FOR PROPOSAL
for
Professional Transportation Planning Consulting Services for a
Rail Feasibility and Alignment Study for West Orange County Cities
PROPOSAL SUBMITTALS: Responses to the Request for Proposal (RFP) are to be -
submitted to:
Ms. Elaine Kuhnke, Administration
City of Huntington Beach
City Hall
2000 Main Street
P.O. Box 190
Huntington Beach, CA 92648
no later than 5:00 P. M. on September 27, 1999. Twenty (20) copies of the proposal
shall be submitted in a sealed envelope and marked: "Proposal for Consultant
Services, Rail Feasibility and Alignment Study for West Orange County Cities".
Additionally, ten (10) copies of the consultant's fee proposal shall be submitted in a
separate, sealed envelope and marked "Fee Proposal for Rail Feasibility and
Alignment Study for West Orange County Cities." Proposals received after the
specified time will not be accepted and will be returned unopened. Questions
regarding this request may be addressed to Elaine Kuhnke at 714/374-5307.
INDEX
Section Page
I. Introduction 2
II. Schedule of Events 2
III. Project Background 2
IV. Scope of Work 3
V. Fee Proposal Requirements 6
VI. Proposal Requirements 7
VII. General Requirements 10
IX. Consultant Evaluation & Selection Process 12
CITY OF HUNTINGTON BEACH
Rail FeasbIy/West Orange County Cites RFP
,199
Page 2
I. INTRODUCTION
The City of Huntington Beach is requesting proposals from qualified rail transportation
planning firms for preparation of a Rail Feasibility and Alignment Study for the West
Orange County Cities.
II. SCHEDULE OF EVENTS
8/23/99 Issuance of Request for Proposals
9/27/99 Proposals due at City Hall by 5:00 P.M.
10/99 Interviews (as required, dates to be determined)
11/99 City Council Approval of Consultant Contract (estimated date)
III. PROJECT BACKGROUND
The West Orange County Cities Association is interested in ensuring that the urban rail
planning effort in Orange County properly includes consideration of the transit needs of
the West Orange County Cities (Cities). These cities include: Buena Park, Cypress,
Fountain Valley, Garden Grove, Huntington Beach, La Palma, Los Alamitos, Seal
Beach, Stanton and Westminster. The purpose of this study is not to reinvent earlier
studies affecting West Orange County, but to develop the appropriate analysis for
West Orange County city decision-makers to make informed decisions concerning the
most appropriate rail alignment. The study will be used to form a basis for further rail
development work in West Orange County. For this reason, the Cities are seeking rail
transportation planning consulting services, aimed at helping the Cities develop:
(1) a clear vision of the West Orange County area's rail transit needs;
(2) a strategy for meeting those needs, and;
(3) viable rail alignment alternatives, along with appropriate documentation and
analysis, which could be used in future planning efforts with the Orange
County Transportation Authority (OCTA).
This rail planning effort should be coordinated with and take into consideration the
existing and proposed transportation improvements for the region. The rail planning
effort must also consider ridership, cost effectiveness, and political consensus.
CITY OF HUNTINGTON BEACH
Rail Fe rty/West Orange County Cities RFP
,199
Page 3
Urban rail planning in Orange County is currently defined by the 1991 Transit Master
Plan, the 1993 Urban Rail Project Definition Study, and the 1997 Central Corridor Major
Investment Study. These policy documents focus the initial stage of urban rail in the
28-mile corridor between Fullerton and Irvine. OCTA is finalizing conceptual layouts
for light rail between Disneyland and John Wayne Airport. Future extensions include
connections from the Centerline corridor to Los Angeles, to both the Blue Line in Long
Beach and the Green Line in Norwalk. These extensions are currently unfunded and
are not planned in much detail. The OCTA is also conducting a preliminary study of
the transportation needs of the 1-405 corridor.
IV. SCOPE OF WORK
In general, the consultant shall conduct a rail transit feasibility and needs assessment
for the West Orange County Cities. It is the intent of the Cities to complete Phases I
and II within a four month period. A Technical Advisory Committee (TAC) comprised of
three (3) different City representatives will direct the study. The remaining Cities will
participate by contributing to, reviewing, and approving the key work products produced
at each phase of the project.
As part of the project the consultant will interview all participating cities on such key
items as: goals, objectives, and criteria for assessing alternatives; transportation
needs and deficiencies, potential community issues, and preferred alternatives. The
scope of work should detail the number and timing of meetings proposed between the
consultant and the TAC, as well as with each of the Cities.
The scope of work includes three (3) phases. Phases I and II will be completed as part
of this study. Phase III will be completed.only upon the recommendation of the TAC,
based on the findings of Phases I and II. It should be noted, however, that the Fee
Proposal to be submitted as part of the RFP should include the consultant's best
estimate for all three (3) phases.
The scope of work for the respective phases of the consultant's services shall include,
but not be limited to, the following tasks as described below. The consultant may move
key tasks among phases when detailing a proposed scope of work and methodology.
However, all tasks should be addressed within the proposal.
CITY OF HUNTINGTON BEACH
Rail Feasibility/West Orange County Cies RFP
,199
Page 4
Phase I: Vision and Needs Assessment
As part of Phase I, the consultant shall:
1.1 Conduct a transportation needs assessment which evaluates the fit
between the existing and programmed roadway and transit improvements
(including transit centers) in the West Orange County Area, the 2020
population and employment projections, and existing and future land use
and activity patterns planned for the area.-
Work Product: Technical Memorandum#1
1.2 Identify the location, nature, and magnitude of potential transportation
deficiencies in the West Orange County area. Potential types of
transportation deficiencies may include, but are not limited to, a need for:
a) additional inter-county commuter service, b) a connection to the.
Centerline urban rail system, and c) inter or intra-city circulator systems
serving visitors to the beach or employment centers.
1.3 Identify the types of deficiencies best served by rail verses other modes of
transportation.
Work Product: Technical Memorandum #2
1.4 Define the types of rail services the Cities should consider, such as light
rail, heavy rail, or commuter rail.
1.5 Define the major origins and destinations to be served.
1.6 Develop consensus among the TAC on the transportation goals,
objectives, and criteria for assessing improvement alternatives for the
area.
Work Product: Technical Memorandum #3
CITY OF HUNTINGTON BEACH
Rail Feasbirty/West Orange County Cities RFP
,199
Page 5
1.7 Develop an area vision for a future transportation system for the area.
1.8 Identify potential community issues (e.g. political, business, residential,
etc)
1.9 Identify potential funding sources, resources, and constraints.
WORK PRODUCT: Preliminary Summary Report, Tasks 1.1 — 1.9
Phase-II: Development and Preliminary Evaluation of Alternatives
As part of Phase II, the consultant shall:
2.1 Identify a range of rail options/alignments and preliminary ridership
forecasts for serving the needs identified in Phase I. This should include
identification of possible alignments at a conceptual level of detail.
Possible alignments for consideration may include, but not be limited to:
Pacific Coast Highway, 1-405, the Pacific Electric right-of-way, existing
railway rights-of-way, Katella Avenue, and the Santa Ana River Corridor.
2.2 Conduct a preliminary screening of the alternatives to identify those
alternatives which merit more detailed study. The screening methodology
should relate to the goals, objectives, and criteria established during
Phase I. The consultant is further expected to clarify if the proposed
alignments involve street grade, elevated, or other type. The TAC will
serve as the body in assisting to build local consensus regarding the
proposed preliminary alternatives.
Work Product: Preliminary Summary Report, Tasks 2.1 - 2.2
(OPTIONAL) Phase III: Detailed Evaluation of Alternatives
Based on the results of Tasks 2.1 — 2.2, the TAC will recommend whether the study
should proceed to Phase III and direct the consultant to complete further detailed
evaluation of a short list of only the most viable rail alternatives. It should be noted that
based on the results of Phase 1 & II, Phase III may be more fully defined.
CITY OF HUNTINGTON BEACH
Ra�1FeasiiTIty/West Orange County Cities RFP
,199
Page 6
As part of Phase III, the consultant shall:
3.1 Conduct a more detailed evaluation of the most viable short-list of
alternatives as recommended by the TAC. The evaluation shall provide
sufficient information to allow the Cities to select a viable, preferred rail
alternative. As appropriate, the evaluation shall fit with the goals and
• objectives of the Cities (including any goals and objectives related to
future land uses), be acceptable to the community, and fit with the
OCTA's regional transportation plans. The evaluation shall also provide
preliminary peak and off-peak patronage estimates for each short-listed
alternative.
3.2 Prepare order-of-magnitude cost estimate for short list of alternatives.
Work Product: Final Report, Phases I, II, Ill
V. FEE PROPOSAL REQUIREMENTS
In preparing the fee proposal for this project the consultant shall take into consideration
the following:
1. Compensation for services provided in completing Phase I, Vision and
Needs Assessment, shall be based on a time and materials not-to-exceed
basis.
2. Compensation for Phase II, Development and Preliminary Evaluation of
Alternatives, shall be based on a time and materials not-to-exceed basis.
3. Compensation for Phase III, Detailed Evaluation of Alternatives, shall be
based on a time and materials not-to-exceed basis.
4. A work plan together with a breakdown of labor hours by employee billing
classification together with the cost of non-labor and subconsultant
services shall be included with the fee proposal. The labor breakdown
shall be compiled by project phases and be based on a listing of work
tasks that correlates with the consultant's defined scope of work for the
project proposal. This information will be used by City staff to evaluate
CITY OF HUNTINGTON BEACH
Rail Fea rty/WestOrangeCountyCiiiesRFP
,199
Page7
the reasonableness of the fee proposal and will be used in negotiating the
final fee amounts for the contract agreement.
5. The consultant shall state in the Fee Proposal the number of hours
allotted in the fee amount for Phases I-Ill for attending meetings. Should
the amount of hours expended during these phases exceed the amount
included in the fee quote, the consultant may be authorized to invoice the
city for the additional hours upon first notifying the city that the budget
limit for meetings has been reached. The city shall then determine
whether additional hours for meetings will be authorized.
6. The consultant's standard billing rates for all classifications of staff likely
to be involved in the project shall be included with the fee proposal along
with the mark-up rate for any non-labor expenses and subconsultants.
VI. PROPOSAL REQUIREMENTS
Although no specific format is required by the City, this section is intended to provide
guidelines to the consultant regarding features which the City will look for and expect to
be included in the proposal.
1. Content & Format
The City requests that proposals submitted be organized and presented
in a neat and logical format and are relevant to these services.
Consultant's proposals shall be clear, accurate, and comprehensive.
Excessive or irrelevant material will not be favorably received.
Proposals shall contain no more than 30 typed pages using a 10 point
minimum font size, including transmittal/offer letter and resumes of key
people, but excluding Index/Table of Contents, tables, charts, and graphic
exhibits. The purpose of these restrictions is to minimize the costs of
proposal preparation and to ensure that the response to the RFP is fully
relevant to the project. The separately submitted Fee Proposal should
contain only enough pages to clearly respond with the information that is
requested in the RFP.
CITY OF HUNTINGTON BEACH
RalPety/West Orange County CmesRFP
,199
Page 8
The proposal shall include the following:
• Transmittal/offer letter.
• Page numbering.
• Index/Table of Contents.
• Team Organization including an organizational chart.
• Approach to the Project.
• Scope of Services.
• Descriptions of similar projects by key staff to be used on this
assignment.
• Brief resumes of key staff.
• Project schedule.
2. Scope of Services
A description of the work plan that will be undertaken shall be included in
this section. It should explain the technical approach, methodology, and
specific tasks and activities that will be performed to address the specific
issues and work items identified in the RFP. It should also include a
discussion of constraints, problems, and issues that should be anticipated
during the contract, and suggestions for approaches to resolving them.
Key work products associated with each phase of the project are to be
clearly identified.
3. Statement of Qualifications
The information requested in this section should describe the
qualifications of the firm, key staff and subconsultants in performing
projects within the past five years that are similar in size and scope to
demonstrate competence to perform these services. The projects listed
should be those that key staff named for this project were responsible for
performing services. Information shall include:
• Names of key staff that participated on named projects and their
specific responsibilities.
• The client's name, contact person, address, and telephone number.
• A brief description of type and extent of services provided.
• Completion dates (estimated, if not yet completed).
• Total cost of the project.
CITY OF HUNTINGTON BEACH
Ra7Fy/West Orange County CitisRFP
,199
Page 9
There shall be included in the section brief resumes of key personnel who
will provide these services demonstrating their qualifications and
experience. Resumes should highlight education, experience, licenses,
relevant experience, and specific responsibilities for services described.
4. Project Team
The purpose of this section is to describe the organization of the project
team including subconsultants and key staff. A project manager and an
alternate project manager shall be named who shall be the primary
contact and be responsible for coordinating all activities with the City. An
organizational chart shall be submitted showing all key team members
and illustrating the relationship between the City, the project manager,
key staff, and subconsultants. There also should be a brief description of
the role and responsibilities of all key staff and subconsultants identified
in the team organization.
5. Project Schedule
A project schedule shall be included which identifies in graphical format
the timetable for completion of tasks, activities and phases of the project
which correlate with the scope of work for the project. There should be a
brief discussion of any key assumptions used in preparing the timetable
and identification of critical tasks and/or events that could impact the
overall schedule.
6. Fee Proposal
A Fee Proposal shall be submitted in a separate, sealed envelope and
marked as "Fee Proposal" along with the name of the project. The
information and detail included in the fee proposal shall conform to the
provisions of Section V, Fee Proposal Requirements, of this RFP.
A work program together with a breakdown of labor hours by employee
billing classification together with the cost of non-labor and subconsultant
services shall be included with the fee proposal. The labor breakdown
CITY OF HUNTINGTON BEACH
Rail Feasibility/West Orange County Cities RFP
,199
Page 10
shall be compiled based on a listing of work tasks that correlates with the
consultant's defined scope of work for the project proposal. This
information will be used by the City staff to evaluate the reasonableness
of the fee proposal and may be used in negotiating the final fee amounts
for the contract agreement.
The Fee Proposal of the three top ranked consultants will be opened at
the conclusion of the consultant evaluation and selection process. Fees
will not be used to determine the ranking of the consultants. The Fee
Proposals of those consultants not ranked in the top three will be returned
to them unopened upon award of a contract to the selected consultant.
The city will negotiate the final fee with the top ranked consultant.
Reimbursable expenses shall not be allowed unless negotiated prior to a
contract.
7. Statement of Offer& Signature
The Proposal and separate Fee Proposal shall each be signed by an
individual authorized to bind the consultant and both shall contain a
statement that the proposals are a firm offer for a 90-day period.
VII. GENERAL REQUIREMENTS
1. Insurance Requirements
The consultant shall furnish with the proposal proof of the following
minimum insurance coverage. These minimum levels of coverage are
required to be maintained for the duration of the project:
A. General Liability Coverage - $1,000,000 per occurrence for bodily injury
and property damage. If Commercial General Liability Insurance or other
form with a general limit is used, either the general aggregate limit shall
apply separately to this project/location or the general aggregate limit
shall be twice the required occurrence limit.
B. Professional Liability Coverage - $1,000,000 per occurrence (note: A
"claims made" policy is acceptable).
CITY OF HUNTINGTON BEACH
Ra�1F ' y/West Orange County Cities RFP
,199
Page 11
C. Worker's Compensation Coverage- State statutory limits.
Deductibles, Self-Insurance Retentions, or Similar Forms of Coverage
Limitations or Modifications, must be declared to and approved by the City of
Huntington Beach.
A sample certificate is included as Attachment A.
The consultant is encouraged to contact its insurance carriers during
the proposal preparation to ensure that the insurance requirements can
be met if selected for negotiation of a contract agreement.
2. Standard Form of Agreement
The consultant will enter into an agreement with the City based upon the
contents of the RFP and the consultant's proposal. The City's standard form
of agreement is included as Attachment B. The consultant shall carefully
review the agreement, especially in regards to the indemnity and
insurance provisions, and include with the proposal a description of
any exceptions requested to the standard contract. If there are no
exceptions, a statement to that effect shall be included in the proposal.
3. Disclaimer
This RFP does not commit the City to award a contract, or to pay any costs
incurred in the preparation of the proposal. The City reserves the right to
extend the due date for the proposal, to accept or reject any or all proposals
received as a result of this request, to negotiate with any qualified consultant,
or to cancel this RFP in part or in its entirety. The City may require the
selected consultant to participate in negotiations and to submit such
technical, fee, or other revisions of their proposals as may result from
negotiations.
4. Assigned Representatives
The City will assign a responsible representative to administer the contract,
and to assist the consultant in obtaining information. The consultant also
CITY OF HUNTINGTON BEACH
Rail Feasibly/West Orange County Cities RFP
,199
Page 12
shall assign a responsible representative (project manager) and an alternate,
who shall be identified in the proposal. The consultant's representative shall
remain in responsible charge of the consultant's duties from the notice-to-
proceed through project completion. If the consultant's primary
representative should be unable to continue with the project, then the
alternate representative identified in the proposal shall become the project
manager. Any substitution of representatives or subconsultants identified in
the proposal shall first be approved in writing by the City's representative.
The City reserves the right to review and approve/disapprove all key staff
and subconsultant substitutions or removals, and may consider such
changes not approved to be a breach of contract.
VIII. CONSULTANT EVALUATION & SELECTION PROCESS
The City's consultant evaluation and selection process is based on Qualifications
Based Selection (QBS) for professional services. The following criteria will be used in
evaluating the proposals using a point value system totaling 100 points based on the
weighting indicated below.
1. Grasp of the project requirements including identification of critical elements
and key issues. (10 points)
2. Technical approach and work plan for the project, including innovative
approaches. (25 points)
3. Qualifications and experience of the project manager, otherkey individuals,
and subconsultants. (30 points)
4. Results of reference checks. (15 points) Reference checks will only be
conducted for a short list of firms or the top rated firm.
5. Clarity of proposal. (10 points)
6. Availability and commitment by the firm and the Project Manager (10 points)
7. Compliance with proposal requirements including the 30 page limitation.
(pass/fail)
CITY OF HUNTINGTON BEACH
Rai Feaill y/West Orange County Ulm RFP
,199
Page 13
The City may elect to interview a short list of qualified firms or to interview only the top
rated firm based on the proposals submitted for the project.
The City staff will negotiate a contract with the best qualified firm for the desired
consulting services at compensation which the City staff determines is fair and
reasonable to the City. Should the City staff be unable to negotiate a satisfactory
contract with the firm considered to be the most qualified, negotiations with that firm
shall be formally terminated. Negotiations will then be undertaken with the next most
qualified firm. Failing accord with the second most qualified firm, the City staff will
terminate negotiations and continue the negotiation process with the next most
qualified firms in order of their evaluation ranking until an agreement is reached and a
firm is selected and an agreement is executed.
ATTACHMENTS
Attachment A---Sample Insurance Certificate
Attachment B---Sample City Contract