Fort Walton Beach Council agenda — 02-28-06 ‎(regular)‎ — reading text

award professional planning services for preparation of a " Downtown Parking Facilities Plan" to Rich and Associates, Inc. BACKGROUND By early 2003 the success of the Northwest Florida Ballet and its associated uses, along with the Magnolia Grill restaurant, Big City Cafe and the Miramar Place mixed use condominium, was causing localized parking congestion problems to occur in this portion of the downtown area. About this same time, other businesses opened in the vicinity that generated additional parking demand. Both the City 0 f Fort Walton B each and Fort Walton Beach M ainStreet began to get complaints about the parking situation and requests to take care of the problem. In late 2003, to address these parking concerns Fort Walton Beach MainStreet retained the services of the consulting engineer, John D. Edwards, P. E., to develop short-term strategies that could of parking improve the parking situation. Based on an analysis of existing parking facilities, a review counts that had been conducted by the CRA since 1999, discussions with MainStreet members and was a sufficient City staff, and an intensive all- day field exercise, Mr. Edwards determined that there number of public on- street and off-street parking spaces to meet the current parking demand; however, the public off-street parking spaces were not located specifically in the geographic area experiencing the most congestion and the on- street parking spaces were being utilized improperly Le., business owners/ employees/ staff were parking 3 or 4 hours plus in the prime on- street spaces). Mr. Edwards' report to MainStreet included recommendations for enforcement, parking promotion, could address short-term parking pedestrian amenities, signage, and traffic operations that to establish two- hour parking zones for on- problems. The primary recommendation was for the City these spaces. street parking and educate business owners about the importance of properly utilizing the downtown Based on Mr. Edwards' report, staff sent a questionnaire to all business owners in was needed and during what area requesting feedback on whether and where 2- hour parking zones along both sides of Brooks days/ time periods. The results indicated a need for 2- hour parking Street and along the south side of US 98 from Perry Avenue to US 98, and along the west side of Perry Avenue on Monday through Saturday from 9: 00 a. m. to 6: 00 p. m. The City Council adopted an ordinance making the 2- hour parking zones effective beginning September 1, 2004. Based on parking counts and parking occupancy turnover counts conducted since September 1, 2004, the 2- hour parking zones have been successful to some extent. All- day parking does not occur as frequently within these zones and parking counts in the public spaces at the Tringas parking lot and the Science Center parking lot indicate that downtown business owners/ employees are utilizingthese lots for long- term parking. However, the 2- hour parking zones do not completely address the issue of localized parking congestion, nor do they address issues of future parking demand at a time when the downtown area is even more successfully developed. Because of concerns about current and future parking demand that may arise because of ongoing redevelopment downtown, the City Council directed staff to review the MUMS Special Parking District regulations that currently exempt commercial uses from providing off- street parking, recommend alternatives to these regulations, and propose mechanisms to accommodate future parking needs within this area to the CRA, MPB and City Council. The CRA Board of Commissioners discussed the proposed FY 2005- 06 budget at their May 4, 2005 meeting and approved the preparation of a comprehensive parking facilities plan to identify existing and future needs for parking facilities in downtown Fort Walton Beach. The City Council approved the budget request for this work item. The scope of work developed for this plan includes: a parking demand that analysis and qualifies the parking needs in the study area; field research and quantifies data collection to include parking space inventory, land use review, parking utilization analysis, current parking demand manager interviews and employee surveys and stakeholders interviews; and future projections; development of a parking improvement program; site analysis for new parking facilities; cost analysis; pro forma analysis; and a final report. The City sent out an RFP for professional services with a submittal due date of January 24, 2006. DISCUSSION Three proposals were received from the Request for Proposals: Carl Walker, Inc., Rich and Associates, Inc., and The Consulting Engineers Group, Inc. The proposals are available in the additional materials folder. A consultant review committee composed of Missy McKim, Peggy Fowler, and John Hofstadt ranked the three proposals. All three members of the committee ranked Rich and Associates, Inc. number one. Based on total scores Carl Walker, Inc. ranked number two and The Consulting Engineers Group, Inc. ranked number three. Although all three firms have the capabilities to prepare the parking facilities plan, Rich and Associates, Inc. has the most experience in Florida, had the most detailed description of their scope of work, and submitted a cost estimate that was lower than the other two firms. There were significant differences in the price of each firm. Based on the proposal and references, Rich and Associates' cost at '$26, 275 was the closest to staff' s estimated cost of $ 25, 000. The bid tabulation is attached. RECOMMENDATION Pursuant to Ft. Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Purchasing, staff requests authorization to award the contract for Professional Planning Services to prepare the Downtown Parking Facilities Plan to the lowest responsive, responsible proposer, Rich and Associates, Inc. The contract amount is not to exceed $ 26,275.00. 2 If approved, $ 25, 000. 00 is available from the Capital Improvement Program account # 109- 5490- 552- 6997, CRA Special Revenue Fund, and $ 1, 275. 00 is available to transfer from the CRA contingencies account # 109- 2000- 552- 5501. Attachment: Bid Tabulation Memo 4/:1: REPORT PREPARED BY: JjO/. ate f1?7fre 11 REVIEWED & SUBMITTED BY: l Missy McKi o te CDS Direc REVIEWED AND CONCUR: 2. ;23 - - eJ. Date 3  FIN A N C I A L D A T A 1. DEPARTMENT: Community Development Services 2. DIVISION: Planning & Zoning 3. FUND: CRA Special Revenue Fund 4. ACCOUNT #: 109- 5490- 552- 6997 5. ACCT. DESCRIPTION: CIP # 5490- Downtown Parking Facilities Plan 6. FY BUDGET: 2005/ 2006 7. AMOUNT BUDGETED: $ 25, 000 ( 2005/ 2006) 8. GRANT FUNDS: YES NO X AMOUNT 9. FUND TRANSFER: YES X NO AMOUNT 10. FROM ACCT: 109- 2000- 552- 5501 11. TO ACCT: 109- 5490- 552- 6997 12. REASON FUNDS AVAILABEL FOR TRANSFER: contingencies fund 13. PRICE ANALYSIS: ATTACHED X ADD' L MAT FDR NONE BID I T E M D A T A 14. DESCRIPTION OF BID ITEM: Professional consul ting services to prepare a Downtown Parking Facilities Plan 15. SUPPLEMENTAL MATERIAL: ATTACHED ADD' L MAT FDR X NONE 16. # BID INVITATIONS SENT: 13 17. # BIDS RECEIVED: 3 18. # RESPONSIVE BIDS: 3 19. RECOMMENDED VENDOR: Rich and Associates, Inc. 20. BID AWARD AMOUNT: Not to exceed $ 26, 275. 00 21. COMMENTS: 22. ESTIMATED QUANTITY TO BE PURCHASED: N/ A 23. ESTIMATED PURCHASE AMOUNT: N/ A 24. BID TABULATION ATTACHED: YES X NO ADD' L MAT FDR 25. TERM OF CONTRACT: Completion of services. 26. BID PRICE VALID FOR TERM OF CONTRACT: YES X NO 27. WARRANTY PERIOD: N/ A 28. DELIVERY TIME: N/ A 29. STATE CONTRACT: N/ A 30. CONTRACT #: N/ A 31. CO- OP PURCHASE: YES NO X 32. AGENCY: N/ A 33. EXPECTED LIFE OF ITEM: N/ A 34. ITEM DEMO' D: YES NO X 35. REFERENCES CHECKED: YES X NO N/ A 36. CONTRACT: ATTACHED ADD' L MAT FDR N/ A~ 37. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO N/ A~ 38. CURRENT VENDOR: N/ A 39. CURRENT PRICE: NIA 4  City of Fort Walton Beach