HomeMy WebLinkAboutAmendment to PSA - Toole Design Group - Bike Share Feasibility Study-Business Plan1316 COUNTY -CITY BUILDING
227 W. JEFFERSON BOULEVARD
SOUTH BEND. INDIANA 46601-1830
CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR
BOARD OF PUBLIC WORKS
July 26, 2016
Ms. Jennifer Toole
Toole Design Group, LLC
8484 Georgia Avenue, Suite 800
Silver Spring, Maryland 20910
PHONE 574/235-9251
FAx 574/235-9171
RE: Amendment to Professional Services Agreement — Bike Share Feasibility
Study/Business Plan (Task 4)
Dear Ms. Toole:
The Board of Public Works, at its meeting held on July 26, 2016, approved the above
referenced agreement in the amount not to exceed $30,900.00.
Enclosed please find a copy of the agreement for your records.
If you have any further questions regarding this matter, please call this office at (574) 235-
9251.
Sincerely,
Linda M. Martin, Clerk
Enclosure
GARY A. G1LOT DAVID P. RELOS ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 7/19/2016
Name Chris Dressel
Department Community
Investment
BPW Date 7/26/16 Phone Extension 5847
Required Prior to Submittal to Board
Legal ® Attorney Name Ben Dougherty
Controller ® Controller review is required for all Contracts $5,000.00 or more and
greater than one year in length per the City Purchasing Policy
Purchasing ❑
Check the Appropriate Item Type — Required for All Submissions
® Agreement ❑ Contract ❑ Proposal ® Addendum
Q Professional Services ❑ Resolution
❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet
❑ Quote Opening ❑ Quote Award
❑ Change Order No. ❑ C/O & PCA No. ❑ PCA
❑ Ease/Encroach. ❑ Traffic Control
I-1 Other:
Required Information
Company or Vendor Name Toole Design Group LLC
New Vendor ❑ Yes ® No ❑ If Yes, Approved by Purchasing
MBENVBE Contractor ❑ MBE ❑ WBE
MBENVBE Contractor Requested ❑ No ❑ Yes Name of Company
Project Name City of South Bend Bike Share Feasibility Study/Business Plan
Project Number Sustainability Office 2016 Budget
Funding Source C-4
Account No.
Amount
Terms of Contract
Purpose/Description
222-0616-419-31.06
30,900
8/2014 — 12/31/16
Addendum as request to increase contract funding amount for bike
share study
❑ Required Contractor's Certification Form Attached (Non -
Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.)
Amount of N Increase -❑ Decrease
Previous Amount $ 2(
Current Percent of Change: N/A
New Amount
Total Percent of Change
Copy
Original
El
X
❑
❑
N/A
N/A
fired For Change Orders On
30,900
M
Dispersal After Approval
DC] — Chris Dressel
Toole Design Group
FIRST AMENDMENT TO AGREEMENT BETWEEN OWNER AND ENGINEER FOR
PROFESSIONAL SERVICES
This First Amendment To Agreement Between Owner And Engineer For Professional
Services (this "First Amendment") is made on July 26, 2016 (the "Effective Date"), by and
between the Board of Public Works, City of South Bend, Indiana (the "Owner"), and Toole Design
Group, LLC (the "Engineer") (each a "Party," and collectively the "Parties"),
RECITALS
A. Owner and Engineer entered into that certain Agreement Between Owner And
Engineer For Professional Services dated August 12, 2014 (the "Agreement"), for Engineer's
provision of certain engineering and consulting services relating to the City of South Bend's (the
"City") Smart Streets Initiative, including guidance on general bike and pedestrian planning issues.
B. Owner desires to obtain, and Engineer desires to provide, further guidance and
services concerning the development of a bike -share system in the City not included in the
Agreement's original scope of services.
C. The Parties desire to amend the Agreement in accordance with the terms of this
First Amendment.
NOW, THEREFORE, in consideration of the mutual promises and obligations in this First
Amendment and the Agreement, the adequacy of which consideration is hereby acknowledged,
the Parties agree as follows:
1. Appendix 2 attached to this First Amendment is inserted as Appendix 2 to the
Agreement and is amended as follows:
a. All references to stakeholder workshops will be reduced from "up to four"
to "up to two" stakeholder workshops.
b. The project schedule set forth on page 13 of Appendix 2 is amended to
reflect that Engineer will deliver the following by Week 10: (i) Draft
Service Area and Phasing Plan, (ii) Governance structure and technology
review, and (iii) Pro -forma.
C. On page 14 of Appendix 2, the estimated fee for Task 2 is reduced from
$9,000 to $6,400, and the estimated fee for Project Expenses is reduced
from $2,600 to $2,100.
2. The following is inserted following Task 3 of Engineer's Services stated on page 1
of the Agreement:
"Task 4: Bike -Share Plan Services
Engineer will carry out the bike -share plan services set forth in Appendix 2."
3. The following is inserted after the last sentence of Paragraph 1.01, sub -paragraph
B, of the Agreement: `Engineer will complete Task 4 in accordance with the project schedule set
forth on page 13 of Appendix 2."
4. The last sentence of Paragraph 7.01, sub -paragraph A, of the Agreement is deleted
in its entirety and replaced by the following: "3. The total compensation for services and
reimbursable expenses relating to Tasks I through 3 is not to exceed $20,960. The total
compensation for services and reimbursable expenses relating to Task 4 is not to exceed $30,900."
5. Unless expressly modified by this First Amendment, the terms and provisions of
the Agreement remain in full force and effect.
6. Capitalized terms used in this First Amendment will have the meanings set forth in
the Agreement unless otherwise stated herein.
IN WITNESS WHEREOF, the Parties hereby execute this First Amendment To
Agreement Between Owner And Engineer For Professional Services as of the Effective Date stated
above.
CITY OF SOUTH BEND
BOARD OF PUBLIC WO
Gary Gilot, Piresident
Ja es Mueller, Member
avid R�m er
ATTEST:
iry a Martin, Clerk
2
ENGINEER:
TOe E DESIGN GROUP, LLC
By: Jen ' fiferoole
Its: Prdsident
Date: 1/ g/2016
4000.000003959046093,031
APPENDIX
Task 4: Bike -Share Plan Services
[See attached.]
The following scope of work describes Toole DesignGroup's Task I Deliverables:
(TOG) proposed approach to develop an Implementation Kickoff meeting and meeting notes (by phone)
Plan for a bike share system in the City of South Bend. Project check -in meetings every two weeks (by
The plan will help the City and its stakeholders understand
"wherein the spectrum of bike share" they fit in and will
develop a road map towards implementation. The plan will
focus on determining the appropriate size and scale for the
system, provide information for the City and Its partners
to make decisions on the appropriate technology and
governance of the program, and identify system costs and
the expected fundraising need. A detailed scope of work
is Included below and includes one trip to South Bend to
conduct stakeholder outreach and field research.
We have also included an additional task for your
consideration that was not specifically called out in the
scope of work, but that could be useful for the City of
South Bend to conduct online public outreach as part of
the planning process.
Task 9: Project Coordination
TDG will conduct a kickoff meeting, by phone, with the
City's Project Manager and other relevant local staff to
understand the work conducted to date and the status of
bike share in the community, amongst staff, and amongst
City and University Ieadership.The kickoff meeting will
provide an opportunity to request any additional data
required for the project and to finalize the scope and
schedule for the project.
TheTDG Project Manager will conduct check -in meetings
with the City Project Manager every two weeks by phone
throughout the study to provide project updates and
progress reports and to ensure the project progresses in
the right direction.
phone)
Monthly progress reports
Task 2: Stakeholder Outreach
TDG will travel to South Bend once during the project
to conduct up to four (4) stakeholder meetings with
City staff and key stakeholders that will he critical to the
Implementation of the program. Key partners include
Notre Dame, Indiana University, MACOG,Transpo,
Bike Michiana Coalition, Beacon Health and other
transportation, economic development, health, and
advocacy partners. The TDG Team will assist the project
manager in identifying the appropriate stakeholders and
format for these meetings and the City Project Manager
will schedule these meetings in advance ofTDG's visit
to South Bend. In our experience, these meetings are
most effective as small group meetings themed towards
transportation, economic development and tourism,
health, and advocacy. The purpose of these meetings
is to understand the local context, opportunities, and
challenges for the program.
While in South Bend, TDG will conduct a driving tour
of the potential implementation area to familiarize
themselves with the physical setting and potential
destinations, attractions, and bicycling facilities that might
support bike share stations.
Task i Deliverables:
Meeting materials and notes for up to four
stakeholder workshops
Driving tour of South Bend
City of South Bend Bike Share Business Plan
Task 3: System Size Determination
The bike share system will connect key activity centers,
colleges and universities, major employers, transit hubs,
and neighborhoods and will need to serve residents,
employees, college students, and visitors. The logical first
phases of the system are the areas around and within the
Downtown South Bend - Notre Dame - Indiana University
triangle and the City has conducted previous work to
identify 50 possible locations for bike share stations.
TDG will review the locations identified by the City and
combine these with the project team's knowledge of
South Bend, the results of the driving tour, and a high-
level GIS analysis to develop a proposed system service
area and phasing plan for the bike share program. The GIS
analysis will use available data to explore concentrations
of population, employment, local and visitor attractions
and key destinations, transit hubs and routes, and
bikeway infrastructure.
The result will be a Draft Service Area and
Phasing Plan that will recommend the area that
the system should cover, how the system should
be rolled out, and how large each phase should
be including the number stations, docks, and
bikes. These recommendations will draw on
best practices from existing bike share programs
around the country. The Draft Service Area and
Phasing Plan will be delivered to the City Project
Managerfor review and distribution to other
stakeholders. TDG will respond to one set of
consolidated comments to prepare a Final Service
Area and Phasing Plan.
As an interim project deliverable, TDG will use the
initial results of this task to prepare a high-level
estimate of expected system costs that will be
provided to the City Project Manager before July
31 st so that the City can Include line items for bike
share in the next budget cycle. A more detailed
pro -forma will be developed as part ofTask4.
Task 3 Deliverables:
Budget allocation numbers (by July 3111)
Draft Service Area and Phasing Plan
Final Service Area and Phasing Plan
10 Toole Design Group
Task 4: Social and Geographic Equity Plan
TDG will conduct a GIS analysis and use stakeholder input
to identify traditionally underserved populations and see
where there may be opportunities to incorporate these
populations into the early phases of the program. The
plan will also draw from experience in other cities and
current best practice to develop a list of strategies focused
on improving access to the system that may include:
• Marketing and outreach
Discounted memberships
Station locations and system planning
• Jobs program
Partnerships with other organizations
• Overall pricing structure
• Providing access to the system for people without
credit cards
Task 4 Deliverables:
Social and geographic equity plan
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Task S: Governance Structure Review and
Business Pro-Forina
One of the most important decisions for a bike share
program is to determine who will own, manage, and
operate the program. TDG will prepare a high-level review
of different governance structures including agency, non-
profit, and private business models and variations to these
models. The review will summarize the different ownership
structures, operating models, funding mechanisms, and
identify the advantages and disadvantages of each. TDG
will work with the City Project Manager to as best as
possible assess potential interest in each model.
There are currently two major bike share technologies
operating in the U.S.: "smart dock" systems where users
make payments at a kiosk and unlock bikes from a dock,
or "smart bike" systems where the check-out and locking
technologies are housed on the bikes themselves. Electric
bikes and other technologies are also emerging in the bike
share market. TDG will provide a review of the different
technologies and their advantages and disadvantages.
Using the proposed Service Area and Phasing Plan
identified In Task 3, TOG will prepare a business pro -forma
for up to a seven year period to help identify short- and
long-term costs. On the cost side, the pro -forma will
include an estimate of capital and start-
up costs (Le., procurement of equipment
and installation costs) based on current
equipment costs and quotes. It will also
estimate operational costs (I.e., day-to-
day activities including rebalancing and
maintenance of bicycles, among others)
based on current information from
systems of similar size and scale in the
United States. Cost estimates will include
options for both smart -dock and smart -
bike technologies.
On the revenue side, TDG will present
various pricing models for consideration
based on current practices around the
U.S. and using these, estimate system
membership, ridership, and revenues from
membership and usage fees. The result
of the pro -forma will be the expected
cost recovery and funding needed
to implement the bike share system
disaggregated into capital, installation, and operating costs,
which are typically funded from different sources. TOG will
prepare a summary of how other case study cities have
funded their programs including summaries of sponsorship,
grant, and other funding opportunities in university cities
we have worked in such as Eugene, OR, Purdue, IN, Raleigh,
NC, Tucson, AZ, Fort Collins, CO, and others.
Task 5 Deliverables:
White Paper reviewing different governance structures,
bike share technologies, and funding models.
• Seven year business pro -forma for two scenarios
(smart dock and smart bike) including:
Capital and installation costs
System membership and usage revenue
• Operating costs
Cost recovery
Fundraising need
Task 6: Bike Share Implementation Plan
TDG will combine the work conducted in the tasks
above into a Draft Implementation Plan that will include
a final chapter outlining the steps (with a focus on the
immediate next steps) that need to be taken to get to
implementation. The draft report will be sent to the City's
Project Managerfor review and distribution to other
City of South Bend Bike Share Business Plan I I
stakeholders. TDG will respond to one set of consolidated
comments to prepare a Final Implementation Plan,
Task 6 Deliverables:
Implementation Bow chart
• Draft Bike Share Implementation Plan
• Final Bike Share Implementation Plan
OPTIONAL TASK
We believe that the above scope of work will be sufficient
to identify the next steps for implementing a bike
share program in South Bend. From our discussions, it
is our understanding that the City would like to gather
Information and complete the Implementation Plan prior
to going out to the public for input. This is a reasonable
approach that we have used in other cities. However, if the
City decides to conduct public engagement as part of the
project development stage. We've included an optional
task to conduct online public outreach. This is a separate
line Item in the fee proposal and TDG will not proceed
with this task unless given prior written approval by the
City Project Manager.
12 Toole Design Group
Optional Task A: Public Outreach
TDG will collect information from online public Input to
inform the bike share program. This will include:
• Online crowd -sourcing map: TDG will establish a
"WikiMap" for the project, A WikiMap is a project
website where the general public can go to suggest
potential station locations and to provide comments
on the program. This will be posted as a link from the
project website.
S urvey: TDG will prepare an online survey to gauge
community interest in the possibility of implementing
a bike share program in the City. This will Include
questions on user demographics, general interest
level, preferences, potential usage levels, cost
sensitivities, etc. This will be posted as a Iinkfrom the
project website.
Optional Task A Deliverables:
Online crowdsourcing map and periodic snapshots of
publicly suggested station locations and other input.
Online survey that will be summarized at the end of
this task.
Summary of online public outreach and potential
changes to the Implementation Plan.
Y
W
Y
O1
Y
W
Y
W
Y
N
Y
W
Y
W
Y
W
Y
W
Y
N
Y
W
Y
W
Y
W
Y
W
Y
N
Yp
N
TASKS
1. PROJECTCOORDINATION/CHECK IN MEETING
Kickoff Meeting e
Check -in Calls _
—�
Progress Reports
2. STAKEHOLDER OUTREACH
Stakeholder Workshops (up to 4)
M
Driving Tour of South Bend
■
3. SYSTEM SIZE DETERMINATION
Budget Allocation Numbers
Draft Service Area and Phasing Plan
Final Service Area and Phasing Plan
4. SOCIAL AND GEOGRAPHIC EQUITY PLAN _
Social and Geographic Equity Plan
1
_
S. COST ESTIMATE AND BUSINESS PRO -FORMA
------------------ - Governance structure and technology review
Pro -forma
6. IMPLEMENTATION PLAN
Implementation Flow Chart
Draft Report ■_
Final Report
_
___
_
_
■
■ Project Work
■ In -person Meeting
■ Deliverable
City of South Bend Bike Share Business Plan 13
We have broken the project budget out into two pieces: (1)
the Implementation Plan tasks; and (2) Optional tasks. As
discussed, we can tailor our approach to meet your needs.
IMPLEMENTATION PLAN TASKS
Task 1: Project Coordination
$3,700
Task 2: Stakeholder Outreach
$9,000
_
Task 3: System Size Determination
$5,300
Task4: Social and Geographic Equity Plan
$3,100
Task 5: Cost Estimate and Business Pro -Forma
$5,000
Task 6: Implementation Plan
$5,300
Project Expenses (includes travel)
$2,600
Implementation Plan Total
$34,000
OPTIONAL TASKS
TaskA: Online Public Outreach $3,500
14 Toole Design Group