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HomeMy WebLinkAbout5C - Downtown Parking Analysis 04 pRIO+P ti U 4646 Dakota Street SE !rINNESo"'P Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: SEPTEMBER 8, 2014 AGENDA#: 5C PREPARED BY: DAN ROGNESS, COMMUNITY& ECONOMIC DEVELOPMENT DIRECTOR PRESENTED BY: DAN ROGNESS AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING THE SELECTION OF A CONSULTANT FOR A DOWNTOWN PARKING ANALYSIS DISCUSSION: Introduction The purpose of this agenda item is to select a consultant to complete a downtown parking lot study, as recommended by the EDA. History On July 11, 2014, Scott County CDA officially awarded the city a $15,000 matching grant to complete a downtown parking analysis. City staff then sent a Request for Proposals (RFP) to seven planning consultants with an August 22nd deadline. The RFP identified an estimated budget between $25,000— $35,000. Current Circumstances Two proposals were received from SRF and WSB consulting firms. City staff reviewed the proposals in order to evaluate them according to the RFP criteria (see attached summary). Staff is familiar with both consultants as being well qualified, and therefore, decided that interviews were not necessary. Conclusion Based on the selection criteria identified in the RFP, staff is recommending that SRF be selected at its proposal cost of $23,951 (see attached summary comparison). One-half will be paid by the grant, and one-half by the EDA from its 2013 professional services budget. ISSUES: The purpose of this study is to identify the amount, type, location and potential funding for downtown parking. The City Council should be comfortable with the selection of a consultant to complete the study; both consultants are well qualified. The parking analysis will be completed by the end of this year. FINANCIAL $15,000 is available from the Scott County CDA grant, and the matching $15,000 IMPACT: funds were previously approved by the EDA from its 2013 budget. ALTERNATIVES: 1. Motion and a second as part of the consent agenda to select SRF to complete a study according to its proposal dated August 22, 2014, and authorizing the City Manager to execute a standard agreement for professional services. 2. Motion and a second to defer action on this agenda item to a time certain. RECOMMENDED Alternative#1 MOTION: ATTACHMENTS: 1. Request for Proposals dated July 31, 2014 2. Summary of Two Proposals (SRF and WSB) O� PRION ti U 4646 Dakota Street SE '*INNESO�P Prior Lake,MN 55372 RESOLUTION 14-xxx A RESOLUTION APPROVING THE SELECTION OF A CONSULTANT FOR A DOWNTOWN PARKING ANALYSIS Motion By: Second By: WHEREAS, The City was awarded a$15,000 Scott County CDA grant on July 11, 2014 to be used to complete a Downtown Parking Analysis (the"Study"), and the EDA has approved matching funds from its 2014 budget; and WHEREAS, City staff submitted a Request for Proposals (RFP) that defines the proposed Study and timeline to seven planning consultant firms; and WHEREAS, Two proposals were submitted from SRF ($23,951) and WSB ($33,048) with staff recommending that the City Council select SRF for the Study. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The consulting firm of SRF Consulting Group, Inc. is hereby selected to complete a Downtown Parking Analysis at a cost of$23,951. 3. The City Manager is hereby authorized to execute a Standard Agreement for Professional Services with SRF for the Study. PASSED AND ADOPTED THIS 8th DAY OF SEPTEMBER, 2014. VOTE Hedberg Keeney McGuire Morton Soukup Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager 04 P�0 U 4646 Dakota Street SE Prior Lake. MN 55372 � MESO t CITY OF PRIOR LAKE, MINNESOTA REQUEST FOR PROPOSALS July 31, 2014 DOWNTOWN PARKING ANALYSIS The City of Prior Lake invites you to submit a proposal to evaluate the city's downtown parking supply and demand, with a recommendation as to the best location for a future municipal parking lot and/or ramp. BACKGROUND The City of Prior Lake prides itself in having a quaint downtown area as the civic and commercial focus of this sub- urban edge community. However, the city is concerned that further downtown growth is limited by a lack of public parking, especially since downtown developments do not need to provide private parking. Therefore, a parking analysis is desired in order to establish where a future municipal parking lot and/or ramp should be provided by the city, including funding options. SCOPE OF WORK The selected consultant will recommend the best option(s) available to address current/future parking needs in the downtown area of Prior Lake. At a minimum,the following analysis shall occur by the consultant: 1. Review and evaluate the city's Downtown Area Parking Study, updated by city staff in 2012, as the basis for estimated parking supply and demand (updated a previous parking study by Bonestroo,April 2004). 2. Review and evaluate the city's Downtown Building Design Guidelines(Hay Dobbs, 2007) as the basis for a downtown vision of design for future (re)development, including parking. 3. Develop a list of site options for public parking lots and/or ramps based on the consultant's evaluated city downtown parking studies and design guidelines. 4. Evaluate and prioritize site options based on a list of criteria developed by the consultant. 5. Provide conclusions to the city on the best municipal parking option(s), including estimated cost and fund- ing options to implement the consultant's conclusions. At a minimum,the proposal must include the following meetings: (1) one initial and one progress meeting with city staff, (2) a meeting with downtown businesses and property owners/stakeholders, (3)a combined workshop with the City Council, EDA and/or Planning Commission, and (4) a final presentation meeting. SCHEDULE The scope of work must be completed no later than December 15, 2014. It is anticipated that the city will enter into a contract with the selected consultant by September 15, thereby allowing three months. BUDGET The estimated budget for the work is within the range of$25,000-$35,000 with partial funding being provided by the Scott County Community Development Agency(CDA). PROPOSALS Written proposals should include the following information: 1. Project Approach—The proposal should reflect the firm's understanding of the proposed future of down- town Prior Lake. 2. Work Plan—The proposal should address how the scope of work is to be accomplished with a defined schedule and the methods employed by the consultant(s); each task must include a breakout of hours, unit rate and overall cost. 3. Project Personnel—The proposal should clearly identify the names of key personnel and each person's in- dividual role/responsibility; it should provide resumes of persons to be involved in this planning process. 4. Relevant Experience—The proposal should provide examples of other similar planning projects undertak- en for public and/or private clients, including references. 5. Performance—The proposal should describe resources available in the firm to accomplish this planning process in a timely manner, including a description of other projects currently underway or anticipated dur- ing the project timeline. 6. Conflict of Interest—The proposal should identify any possible conflicts of interest. SELECTION PROCESS City staff will review all complete proposals and forward a recommendation to the City Council for its consideration on September 8, 2014. Proposals will be evaluated by criteria, including but not limited to the following: 1. Clarity and structure of the proposal, including how well it fits with the city's objectives. 2. Suitability of the project approach, including a schedule that works well within the project timeline. 3. Qualifications and expertise of key personnel assigned to this project, including the firm's experience with other similar projects, 4. Project cost and the firm's ability to perform the work in a timely and cost-effective manner. 5. Potential conflicts of interest. OUTCOME The outcome of this study shall be a recommendation from the consultant to the city concerning the best location for a future municipal parking lot and/or ramp in order to meet existing/future parking supply and demand. The consultant may also want to provide additional recommendations to expand public parking in the downtown area, including but not limited to, ways to provide more on-street parking, ways to manage public parking, and ways to expand private parking opportunities. The city is not expecting the consultant to complete another parking supply and demand analysis beyond the 2012 updated parking study; however, the consultant may want to complete their own survey, if deemed necessary. The city is providing the consultant with latitude in which to arrive at a downtown parking recommendation. 2 PAST REPORTS AND PLANS 1, Prior Lake 2030 Comprehensive Plan www.cityofpriorlake.com (document center/plans) 2. Prior Lake Downtown Building Design Guidelines; Hay Dobbs (2007) http://www.cityofpriorlake.com/documents/DesignGuidelines.pdf 3. Prior Lake Downtown Development Guide; HKGi/Ehlers (2000) http://icma.org/en/icma/knowledge network/documents/kn/Document/301754/Downtown_Development_G aide City of Prior Lake 4. Prior Lake Downtown Area Parking Study, Updated Summer 2012 http://www.cityofpriorlake,com/pdf/Downtownparkingstudy.pdf 5. Prior Lake Commercial and Industrial Demand Analysis; Maxfield Research Inc. (2011) http://www.cityofpriorlake.com/pdf/DemandAnalysis.pdf 6. Prior Lake EDA Business Plan (2014) http://www.cityofpriorlake.com/documents/EDABusiness%20Plan.pdf SUBMITTAL Five (5) paper copies and one electronic copy of the proposal must be addressed to: Dan Rogness, Community and Economic Development Director 4646 Dakota St. SE Prior Lake, MN 55372 drogness(a).cityofpriorlake.com 952.447.9813 DEADLINE: Proposals are due by Friday,August 22, 2014 by 4:30 PM City of Prior Lake ' 71711`,i;,tji�lrll l PRIOR LAKE /'��rxows®a,RUTacwe+r L= yTOMN CEMER00VMlOWH A��i 5 i' ..7.wuwuslrowu,awRce.ea ,i� 1 � . r REOE`hl0R4EMif+EA9 L)i � J 3 Prior Lake Downtown Parking Analysis RFP Comparison August/September 2014 Topic SRF WSB ---------------------------------------------------- ------- ------------------------ ------------------------- 1. Personnel Number 5 4 2. Project Manager Hours 70 85 3, Total Hours for Study 227 290 4. Average Hourly Cost $ 105 $ 114 5. Total Study Cost $ 23,951 $ 33,048 6. Total Number of Tasks 7 6 7. Highest Single Task Cost Site Selection/Eval City/Public Engagement $ 5,200 $8,244 8. Number of meetings 6 7 9. Type of Tasks: 1. Project Outreach 1. Project Management 2. Understand Dwtn 2. Existing Conditions 3. Parking Inventory 3. Lot/Ramp Analysis 4. Parking Demand 4. Lot/Ramp Concepts 5. Site Selection 5. Project Documentation 6. Costs/Funding 6. Public Engagement 7. Conclusions 10. Other Factors: 1. 1-day Site Survey 1.Top 5 Locations 2. Digital Inventory 2. 5 Concept Layouts 3. Parking Model 4. Design Renderings 11. Similar Study Example: Downtown Willmar Downtown Excelsior < Z a 2 O N g Q WJ o3 N a LL z z 00 to c �I N O N fo tD N fV N H O 0 0 0 0 0 a O 00 O co ^ N 9 ° E 'zI cE, O O O O O o T -0 N N �} E s " 00 C. 0 j N o N O O O zto 2 z� CL: a 5 o O O y 0 0 0 o O o 0 0 0 0 0 faJ A x p c7 z �I w :7 z O J � O O o p 0 z W 0 0 0 0 0 1L O U K W Y� w y a H o m o 0 0 0 0 0 0 J $ Z a O to m a to Z Z O �I�� 9 Op w 3 � N O O O y? 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P / �\ ® 2 \ _ §§ 2 § (} ! // ` \ ( °m [ / \ (z $ \ °§ / ) ® 2 / § § { § ° 2 o )9 + ) ~ rL ( ] < ) §/ § f: r %`S @ r ` E = < 2 / i ) [ 2 < 2 u m § o CL \ ( k u ;g } ) § § } \ k \ } R ° / m 2 § § § @ § ` p LU§ z\ {) ( \ CL § � i J J � ` � � •_ ter-- _ � • O fthno 1 -� 701 Xenia Avenuo South,Suite 300 i YY�70 Minneapolis,MN 55416 Tel:(763)541-4600 • Fax:(763)541-1700 ws4eng.com WSBA Proposal to Provide 2014 Downtown Parking Analysis for the City of Prior Lake all Performance Our key personnel have adjusted their workload in anticipation of this project,therefore,all key personnel identified for inspection and testing are committed to this project frill time.Staff members who are in support �1 roles not requiring 100%of their time,will be available as needed and when requested.Our team members have committed to making the Downtown Parking Study for the City of Prior Lake their first priority and are committed for the duration of their role and responsibility.Prior Lake can interpret this to mean our key ►� personnel are 100%available for this project. WSB will make certain that all necessary resources are provided to maintain the project schedule.We have previously worked on projects with challenging schedules and have always delivered them successfully. The NVSB team understands and accepts the expectations associated with the schedule and commitments for project completion. Project Name Anticipated %of Time Completion Dedicated Chuck Rickart,PE, Co-Project Clearwater Road EAW June 2015 15% 359% PTOE Manager Pinecone Road Preliminary Design/Traffic Study February 2015 15% Edina Traffic Studies On-Going 5% TH 3 Access Study September 2014 10% TH 25/CSA14 75 Intersection Improvements October 2015 20% Breanne Rothstein, Co-Project Albert Lea Planning and IIousing Study On-going 30% 30% AICP Manager Day-to-day Planning for Edina On-going 30% Elk River Gravel Mining Small Area Plan January 2015 10% Rose Ryan,AICP Transportation Minneapolis Park and Recreation Board Trail March 2015 30% 30% Planner Standards South St.Paul Bicycle and Pedestrian Plan December 2014 15% Blake Road Corridor Study February 2015 10% 30 TH 252 Corridor Study November 2014 5% Assorted Environmental Review On-going 10% Eric White Technical Design Scott County CSAH 27 Improvements July 2015 15% 30% Engineer Scott County CSAH 8 Improvements October 2014 40% Dakota County Regional Greenway April 2015 15% t X am