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HomeMy WebLinkAbout15- RFP Scope for Downtown Comprehensive Parking Plan FINAL 5-11-15 (2)Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 1 Request for Proposals PROFESSIONAL SERVICES TO CONDUCT THE DOWNTOWN BOZEMAN COMPREHENSIVE PARKING PLAN TO DETERMINE EXISTING AND FUTURE PARKING NEEDS FOR DOWNTOWN BOZEMAN Proposals must be received no later than: Monday, June 1, 2015 at 5:00 pm MST Email or Deliver proposal to: Stacy Ulmen, City Clerk PO Box 1230 121 North Rouse Ave Suite 202 Bozeman, MT 59771 agenda@bozeman.net Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 2 NOTICE IS HEREBY given that the City of Bozeman is requesting proposals from qualified consultants to develop a strategic parking plan for the downtown district. All proposals must be in the format specified, enclosed in a sealed envelope and clearly identified with RFP title, company name and due date. Deliver proposals to the City Clerk at the following address PO Box 1230, 121 North Rouse Ave, Suite 202, Bozeman, MT 59771 by Monday, June 1, 2015 at 5:00p.m. MST. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. DISCRIMINATION The City of Bozeman is required to be an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFP on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. Failure to comply with the above shall be cause for the City to deem the submittal non-responsive. Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 3 BACKGROUND The Bozeman Parking Commission was established in 1974. It has jurisdiction over three parking districts: the Montana State University Residential District, the Bozeman High School Residential District, and the Downtown Parking District. The City of Bozeman Parking Division includes a Parking Manager, Parking Clerk, and four Parking Enforcement Officers. The Parking Commission has conducted occupancy studies for select areas of the downtown parking district in 2010, 2012 and 2014. The Downtown Parking District contains approximately 4900 parking spaces: 2292 public and 2608 private. The public parking consists of 1667 public on-street spaces with 2 hours of free parking; 190 public surface lot spaces with 2 hours of free parking; and 435 spaces in the public Bridger Park Garage (which was opened in 2009). With the opening of the Bridger Park Garage and the end of the recent recession, downtown is experiencing significant economic development. Currently over 250,000 square feet of development is under construction or approved for construction totaling over $60 million of private investment. Therefore, the Bozeman Parking Commission is seeking to develop a comprehensive parking plan that will address the future needs of Bozeman’s downtown commercial district. The following adopted planning documents and studies provide critical context and data: • 1994 Downtown Urban Renewal Plan • 1998 Downtown Improvement Plan http://weblink.bozeman.net/WebLink8/0/doc/59284/Electronic.aspx • 2009 Downtown Improvement Plan http://www.bozeman.net/Departments-(1)/Planning/Plans/Downtown-Bozeman-Improvement- Plan/DBIP_12-14-09.aspx • 2010 Downtown Parking Study http://www.bozeman.net/Smarty/media/Parking_Media/Reports/2010-Downtown-Parking-Study.pdf • 2012 Downtown Parking Study http://www.bozeman.net/Smarty/media/Parking_Media/Reports/2012-Downtown-Parking-Study.pdf • 2014 Downtown Parking Study http://www.bozeman.net/Smarty/media/Parking_Media/Reports/2014-BZN-Parking-Report-FINAL.pdf PROJECT LOCATION The project area for the Comprehensive Downtown Parking Plan includes the greatest extent of the B3 Zoning District and the Downtown Urban Renewal/Tax Increment District. Figure 1 defines the project boundary. Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 4 Figure 1: Comprehensive Downtown Parking Plan Project Area SCOPE OF SERVICES The Comprehensive Downtown Parking Plan includes the following objectives: 1. Analyze current parking inventory, parking occupancy data plus current and proposed land use and development. a. Utilize occupancy data from 2010, 2012 and 2014 WTI Parking Studies. 2. Identify current parking shortages and surpluses by block. a. Utilize occupancy data from 2010, 2012 and 2014 WTI Parking Studies. 3. Review existing parking policies and current practices. a. Parking Commission policies including: parking citation types and fines; parking Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 5 garage and surface lot lease and use fees; general parking policies. b. City of Bozeman Unified Development Code parking requirements for redevelopment and changes in use. 4. Estimate future parking needs based on population and development trends. a. Identify future parking needs for 3, 5 and 10 year increments. 5. Recommend opportunities to increase efficiency of current parking resources. a. Recommendations should address all types of parking: public (on-street, lots, garage) and private (lots). 6. Recommend options and locations to increase parking inventory to accommodate future demands. a. Recommendations should consider all types of parking: public (on-street, lots, garage) and private (lots). 7. Present cost estimates of new parking infrastructure. a. Include cost estimates for design, construction, operations and both short-term and long-term maintenance. 8. Provide ten-year financial projections of parking revenues and expenditures. a. Projections should show positive cash flow. 9. Recommend options to achieve revenues necessary to: maintain existing and future facilities; expand parking inventory; and sustain current and future operations. a. Revenue options should include a review of the City’s current parking fee policies and recommendations for future changes. b. Financing options should include a variety of revenue sources. DELIVERABLES Two hard copies and 1 PDF version of all preliminary and final drafts shall be provided to City of Bozeman. All documents shall be provided at least 14 working days prior to any public hearing or meetings with the City Commission in an electronic format approved upon by the City. All work submitted shall become property of the City of Bozeman. Deliverables must comply with the Americans with Disabilities Act. To comply with the ADA, documents posted online, including, but not limited to, Adobe PDF files, Microsoft Word documents, Microsoft PowerPoint presentations, and online flipbooks, must be screen-reader friendly. Accessible documents are often part of web-based information or used for support documents. Therefore, under Section 508 standards and WCAG accessibility guidelines, it is critical to ensure all support documents made available to end users can be accessed by people with disabilities. Therefore, any digital material created for the City of Bozeman and its websites will maintain the requirements outline in WCAG 2.0 AA Convention guidelines, Section 508 "Electronic & Accessibility Standards" of the U.S. Rehabilitation Act, the Usability.gov accessibility Guidelines, and ADA Title II State & Local Government nondiscrimination requirements. PUBLIC PARTICIPATION It is expected that the proposer will work closely with the Bozeman Parking Commission (BPC), Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 6 Downtown Bozeman Partnership (DBP), Downtown Tax Increment Finance District Board (TIF), City of Bozeman Parking Division Staff, other City Staff, interested organizations, and the public to complete the proposed work. The proposer should be prepared to commit to a meaningful public process that is transparent and understandable to the community. PROGRESS REPORTS Proposer will be expected to submit bi-weekly progress reports via e-mail outlining the following subjects: Recently Performed Work; Upcoming Tasks; Upcoming Milestones; Scope & Schedule Issues; and Issues To Be Aware Of. MANDATORY CONTENT AND SEQUENCE OF SUBMITTAL I. Submission Requirements and Instructions All requirements in this section are mandatory. The City reserves the right to waive any non-material variation. a. Submit one (1) original proposal package, four (4) complete copies for each proposal and a PDF file, under sealed envelope, by mail or hand-delivery to the address shown on the front. Each submission must be marked on the outside with the Company’s name and the name of the project. Postmarks are not acceptable. Any proposal received after the schedule closing time for receipt of proposals will be returned to the bidder unopened. Proposals and required attachments shall be submitted as specified and must be signed by officials authorized to bind the bidder to the provisions. II. Proposal Outline and Content Assemble and submit each proposal in the order below and address the required content/questions. The order in which items are presented is important, as proposal evaluators will follow this order: a. Table of Contents (not to exceed one page) b. Cover Sheet (not to exceed one page) i. This sheet will serve as the cover of your proposal. c. Project Summary (not to exceed one page) i. This summary should concisely describe the project, its goals, and the proposed plan of implementation. d. Company Description/Capability (not to exceed 3 pages) i. Brief history of the company that includes the date of establishment and examples of relevant prior RFP/bids and current customers of similar Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 7 attributes to the City of Bozeman. ii. Describe your experience and capacity to manage projects of the size and scope proposed. e. Project Team (not to exceed 3 pages) i. A list of the project team and their professional profile, credentials, and relevant experience. ii. Specific assignment of project team members f. References (not to exceed 2 pages) Provide a minimum 3 and maximum of 6 specifically in local, municipal, county, or state agencies i. Name of agency ii. Contact name to include: title, phone number and email iii. Population of jurisdiction iv. Number of employees v. Project start and completion date vi. Brief summary of project g. Outline of Services (refer to Scope of Services) h. Cost and Expenses (one page) Present a specific “not to exceed” fixed fee, including associated fees (i.e. printing costs, attendance at meetings, travel). A requested payment schedule should accompany the work schedule. The City reserves the right to require the submittal of additional information that supplements or explains proposal materials. Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 8 SCHEDULE Event Date/Time Publication Dates of RFP Tuesday, May 12, 2015 Deadline for Receipt of Proposals Monday, June 1, 2015 Evaluation of Proposals June 2-12, 2015 Finalist Interviews June 15-19, 2015 Contract award and execution June 22-26, 2015 Research, public process and draft report July - November 2015 Draft report due to City for review Monday, November 23, 2015 All final Deliverables due to the City Friday, January 25, 2016 Close out of Contract Friday, February 5, 2016 CONTACTS Any administrative questions regarding bidding procedures should be directed to: Stacy Ulmen, City Clerk (406) 582-2321 agenda@bozeman.net Questions relating to scope of services and project management may be directed to: Chuck Winn, Assistant City Manager (406)582-2307 cwinn@bozeman.net AND Chris Naumann, Executive Director, Downtown Partnership (406)586-4008 chris@downtownbozeman.org SELECTION PROCESS AND RANKING CRITERIA A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and arrange interviews with the finalist prior to selection. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • Thoroughness and understanding of the tasks to be completed • Background and experience in analysis of regulations and policies related to provision of affordable/workforce housing, historic preservation, architectural history, neighborhood character, design guidelines/review, residential infill development • Firm’s expertise and overall experience of personnel assigned to the work • Time required to accomplish the requested services • Responsiveness to requirements of the project • Public sector experience in municipal setting conducting similar studies • Knowledge of Montana and City of Bozeman Development and Parking Regulations • Local office/representative • Costs AWARD OF CONTRACT Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 9 The City reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner the City decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the City may require and to be the sole judge of selection process. The City also reserves the right to negotiate separately in any manner to serve the best interest of the City. The City retains the right at its sole discretion to select a successful vendor. DISCRETION AND LIABILITY WAIVER The City reserves the right to exercise discretion and apply its judgment with respect to all proposals submitted. The City reserves the right to reject all proposals, either in part or in its entirety, or to requests and obtain, from one or more of the consulting firms submitting proposals, supplementary information as may be necessary for City staff to analyze the proposals. The City may elect to award a contract in multiple phases, as is deemed to be in the City’s best interest. Should the City award projects in phases, the City reserves the right to award the phases to the same firm. The consultant, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. Although, it is the City’s intent to choose only a small number of most qualified consulting teams to interview with the City, the City reserves the right to choose any number of qualified finalists. This RFP does not commit the City to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP or to procure or contract for work. All proposals submitted in response to this RFP become the property of the City and public records and, as such, may be subject to public review. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises the RFP, all interested firms will be notified using email. Request for Proposals: Comprehensive Downtown Parking Plan, Bozeman MT 10 *THIS DOCUMENT MUST BE COMPLETED, EXECUTED AND SUBMITTED WITH THE PROPOSAL* THE REPRESENTATIVES MADE HEREIN ARE MADE UNDER PENALTY OF PERJURY. NO PROPOSAL IS VALID UNLESS SUBMITTED ON THIS FORM AND SIGNED BY AUTHORIZED AGENT FOR YOUR COMPANY. SUBMITTED BY: COMPANY NAME: ADDRESS: CITY: __________________________________ STATE: __ ZIP: _______ TELEPHONE: EMAIL: SIGNATURE: (Authorized Agent) NAME: TITLE: DATE: NOTE: If proposer is a corporation, the legal name of the corporation shall be set forth above, together with the signature of authorized officers or agents; if bidder is a partnership, the true name of the firm shall be set forth above, together with the signature of the partnership; and if bidder is an individual, his signature shall be placed above.