HomeMy WebLinkAboutC-3169 - Balboa Peninsula Parking Management Plan consultant services• CONSULTANT AGREEMENT
THIS AGREEMENT, entered into this �d day of : )ct 1998, by and
between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to
as "City "), and MEYER, MOHADDES ASSOCIATES, INC. (hereinafter referred to as
"Consultant "), is made with reference to the following:
RECITALS
A. City is a Municipal Corporation duly organized and validly existing
under the laws of the State of California with the power to carry on its business as it
is now being conducted under the statutes of the State of California and the Charter
of the City.
B. The Principal -in- Charge for Consultant is Michael P. Meyer and the
Project Manager is Gary Hamrick.
C. City desires to engage Consultant to perform services described in
attached scope of work to assist City in preparing a parking management plan for
the Balboa Peninsula.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
• as follows:
1. TERM
The Term of this Agreement shall commence on the day written above and shall
terminate upon completion of the scope of work set forth in the Scope of Work attached
hereto as Exhibit A, or as otherwise provided in Section 14 below.
2. SERVICES TO BE PERFORMED
Consultant shall perform the tasks set forth in Exhibit A, attached hereto.
Support Materials: The consultant shall prepare all graphics and other supporting
materials needed to complete the tasks identified in the scope of work, unless otherwise
specified.
Copies and Reproducible Materials: The consultant shall provide to the City the
following:
a. 10 copies of the draft report.
• b. 10 copies of the final report.
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• C. One unbound reproducible copy of each document.
3. ADMINISTRATIVE REVIEW PROCESS
Consultant shall prepare administrative drafts of all documents for staff review.
No study documents shall be released to the public without the authorization of the City's
Project Administrator.
4. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not an
employee of the City. The manner and means of conducting the work are under the control
of Consultant, except to the extent they are limited by statute, rule or regulation and the
express terns of this Agreement.
5. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated Project
Administrator, and any other agencies which may have jurisdiction or interest in the work to
be performed. City agrees to cooperate with the Consultant on the project.
6. TIME OF PERFORMANCE
is The tasks to be performed by Consultant under and pursuant to this Agreement shall
be completed within the time periods provided in Exhibit A.
7. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator, who shall be the City's Principal Planner, in
advance of all critical decision points in order to ensure that the project proceeds in a
manner consistent with City goals and policies.
8. CONFLICTS
To the extent any provisions of this Agreement conflict with Exhibit A, the
provisions of this Agreement shall prevail.
9. COMPENSATION TO CONSULTANT
Consultant shall be compensated at the rates set forth in Exhibit B. Billings for
services performed pursuant to this Agreement, including expenses and work done by sub -
consultants, shall not exceed $117,290.00. All work shall be done by Consultant and the
• sub - consultants identified in Exhibit A and shall not be subcontracted to others without the
City's written authorization
Parking Management Plan Agreement
Page 2
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• 10. BILLINGS
Billings shall be accompanied by a breakdown of the number of hours for each
member of the consultant team by task area.
IL OWNERSHIP OF PRODUCTS
All reports, data files, illustrations, photographs, charts, maps and /or other similar
materials shall become the sole property of the City of Newport Beach and may not be
used or reproduced in any form except with the explicit written permission of the City.
12. HOLD HARMLESS
Consultant shall defend, indemnify and hold harmless City, its officers, employees,
and agents from any and all claims, losses, and damages of any type and nature that may
arise iQ ,.,..,.,°,.tion —4.4h h4,<ork described in this Agreement. 1
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13. INSURANCE tGt d - sA.$a / Ps Iar7t �� 7%r°
Consultant shall provide proof of comprehensive general liability, vehicle liabilit
and workers compensation insurance in the amount of $1 million.
• 14. TERMINATION OF AGREEMENT
The City may terminate this Agreement by providing written notice to Consultant
at any time during the period of the study if it is determined by the City that the
Consultant's performance is not satisfactory. Upon receipt of such written notice
Consultant shall immediately cease work and deliver all study materials to City's Project
Administrator.
•
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the day and year first written above.
CITY OF NEWPORT BEACH
A Municipal Corporation
1 :�r
Parking Management Plan Agreement
Page 3
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ATTEST:
CITY CLERK
APPROVED AS TO FORM:
Robin Clauson
Assistant City Attorney
Exhibits
A. Scope of Work
B. Schedule of Compensation
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Parking Management Plan Agreement
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Balboa Peninsula Parking Management Plan Scope ojServices
• SCOPE OF SERVICES (Revised February 9, 1998)
TASK 1. REVIEW EXISTING STUDIES
The consultant team will review all relevant parking studies and related projects including Project 2000,
Urban Design Camp, specific plans, community plans, the General Plan, Local Coastal Plan, City parking
codes, other previous parking studies and other documents as applicable. Key information to be derived
from the review incudes:
• historical data for use in assessing parking demand and supply trends and land use trends
• attitudes and opinions of local residents, business owners and visitors
• goals, objectives, policies and visions of past planning efforts
• parking recommendations that have been implemented as well as those that have not been
implemented, and the reason that they were not carried forward
TASKS 2. and 3. REFINE SCOPE OF WORK AND STUDY AREA
The consultant team will work with City staff to define key issues to be addressed and identify desired
products. There are several critical issues to consider in the refinement process, including:
• • key constituent groups such as neighborhood associations, businesses and business
associations, council districts, parking area managers
• Balboa Island parking related to ferry operations
• geographic coverage of past studies /planning efforts
• areas of known parking problems and types of problems
• areas of foreseeable growth or change in land use
• need for additional data collection based on review of City's efforts to date and data from past
studies
• specific goals of public outreach and specific process in terms of the number and type of
meetings.
These issues and many others will be reviewed with staff. The scope refinement will include one or more
meetings with the consultant team, city staff and decision makers as determined necessary.
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Balboa Peninsula Parking Management Plan Scope of Services
0 TASK 4. ANALYZE EXISTING PARKING INVENTORY AND USAGE
Objective: To provide inventory of existing parking supply, utilization and duration
4.1 Parking Supply
As part of Task 1, Meyer, Mohaddes Associates will have already obtained and thoroughly reviewed the
previous parking studies, Local Coastal Plan and municipal codes relating to parking in Balboa Peninsula.
In addition, we will have reviewed, mapped and summarized the 1997 summer parking data collected by
the City working with TDS. The analysis will include a discussion of public parking facilities that are
committed to private use under existing agreements or conditions (e.g., Balboa Pier Lot.)
MMA will prepare an inventory database of the parking supply in the study area to identify the location,
number, type and use restrictions for on- street and off- street public parking spaces and private non-
residential spaces. The inventory will be completed through a review of the City's existing parking
inventory data (as already obtained by MMA) as well as field investigations by MMA staff. To the extent
possible, the City's available data will be incorporated into the database to minimize new data collection.
The information will be presented in both tabular and graphic format (graphics to be built upon existing
city base maps from the GIS program).
4.2 Parking Utilization
Peak summertime parking utilization surveys have already been completed including aerial photos on a
weekday and two Saturdays. As part of this project, MMA will work with the City to design focused off -
peak (non - summer) parking utilization surveys in the study area during which the occupied parking spaces
within each off - street parking facility (as access can be obtained) and on- street locations will be counted
(either by aerial photo method or manually if weather does not permit). The two objectives of conducting
a utilization survey are to analyze the adequacy of existing supply at respective parking facilities for the
peak period as well as non -peak period and to determine the extent of potential parking demand fluctuations
during the survey period. (9:00 AM -11:00 PM, on a typical weekday and typical weekend day). We have
discussed the current data collection effort with Traffic Data Services (TDS) to determine the methodology
of the summer data collection effort. Based on those conversations, it seems that most efficient method
for updating the data will be additional aerial photos. However, non - summer weather may not be as
conducive to such an effort. If not, focused walking surveys will be needed. The study area is too large
to realistically count each space effectively, however, sample surveys will be adequate to provide a picture
of non - summer patterns. The exact technique will be determined after MMA has reviewed the summertime
aerial photos.
4.3 Parking Duration/Turnover
If practical based on timing and results of surveys and prior analysis, parking duration/tumover surveys
will be conducted. Duration surveys are conducted by noting license plate numbers of parked vehicles
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Balboa Peninsula Parking Management Plan Scope of Services
• once per hour. Plate numbers are then matched to determine how long a single vehicle occupied a space.
The information from the surveys will detemtine occupancy levels and the parking duration characteristics
associated with various land uses and lots (i.e., does one lot have higher turnover than another, or does
one street have longer term parking for restaurants ?). Average parking duration is used to evaluate the
effectiveness and/or appropriateness of time and duration restrictions. It will also help in quantifying the
demand for short -term versus long -term parking by land use type and will provide data on violations and
other problems by type of parking supply. Parking duration surveys will be conducted on a sample basis
due to the fact that they are very labor intensive and costly. Locations will be chosen based on the results
of Task 1 and the knowledge of areas that may experience meter feeding, parking intrusion, have a large
number of businesses with special parking time limit need, or other reason for a focused duration survey.
Due to seasonal constraints, this subtask may not be feasible, or may be limited to selected areas where
duration/meters feeding is noted as an issue year around.
4.4 User Surveys
MMA will conduct employer /employee and user surveys to provide background information on employee
commute patterns, visitor trip origin, parking habits, auto occupancy, ridesharing and other parking issues.
The surveys will either be via postcard/mail -in questionnaire, in- person surveys, or a combination of both.
We will also meet with and interview business owners, residents and parking operators to obtain empirical
data and anecdotal information related to existing parking patterns. While these surveys will provide
coverage of the study area, sampling techniques will be used to obtain information on the results of the
user /employer surveys, to ensure adequate representation and coverage of the different types and conditions
• of parking in the study area
Product. The parking space inventory will be summarized in tabular and graphic format. The
inventory will be segregated by subareas for subsequent analysis. Parking occupancy
data will also be summarized by time period and geographic location to identify the key
problem areas. The results of the employee /employer and user surveys will be
summarized, if such data is included as part of the study. All graphic data files will be
provided to the City in electronic file format for future use.
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Balboa Peninsula Parking Management Plan Scope of Services
• TASK 5. DETERMINE CURRENT AND FUTURE PARKING NEEDS
Objective: To estimate the existing and future parking demand
The first element in this task will be to compile an existing and projected land use inventory through
meetings with City staff. For purposes of preparing our cost proposal, MMA has assumed that the required
land use information will be provided by the City of Newport Beach, with assistance from MMA in data
formatting as needed.
Utilizing the land use inventory and parking space usage information, MMA will estimate current peak
period parking demands by each subarea within the study area. 'Parking demand rates by land use type will
be developed based on parking usage survey data, the City's parking code requirements, Urban Land
Institute data, and a considerable body of data that MMA has collected from other similar studies. The
empirical parking utilization data will be utilized to conform/modify standard parking demand ratios
utilized in planning studies based on City parking code rates. MMA will consult with City staff and
representatives of the commercial real estate market to estimate the vacancy rate in the study area so that
the empirical parking demand ratio can be related to occupied square footage. Parking demand data will
be modified to account for seasonal variation. Historical assessment of land uses and parking demands are
also very informative and helpful. As data is available, MMA will determine the trend in parking supply,
parking demand and land uses over time.
• Factors such as office vacancy rates, time of day distribution, the multi -trip nature in key commercial
areas, and impacts of mixed -use development will be examined. MMA staff have considerable experience
in determining appropriate demand rates from a variety of studies for downtown/ mixed -use areas
throughout California. A comparison will be made between the observed (derived) rates and existing
parking ratios and recommendations for new ratios will be made with respect to mixed -use land uses and
pedestrian- oriented areas.
Product: An estimate of the existing parking demand, for both short duration and all -day parking
will be developed by subarea within the study area. Parking demand rates by land use
type will also be summarized and those most appropriate for this study will be identified.
Recommendations will be offered with respect to existing parking ratios. Parking ratios
will be compared to those experienced in other waterfront communities and parking
codes will also be compared between Newport Beach and other cities.
Future Parking Needs
Objective: To estimate future parking needs and identify expected future deficiencies
MMA will estimate the future parking demands based on present usage characteristics, taking into account
projected demand generated by new developments based upon expected versus maximum build -out of the
proposed land use plan for each area of the Peninsula. In addition to the analysis of buildout conditions,
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MMA will analyze interim land use scenarios as appropriate and as data is made available by the City.
Thus, a key aspect of this task will include an adjustment of the study area parking supply to reflect the
parking spaces anticipated with new developments and any modifications or displacement of current
parking.
While each of the subareas may have distinct land use characteristics, the limited land available for parking
structures or double decking of existing lots (and their controversial nature) means the supply and demand
for parking will have to be estimated carefully and that shared use of parking capacity will play an
important role in the future. One of the critical criteria in the determination of parking supply is the
consideration of a maximum walking distance to the parking facilities.
MMA will utilize a computerized spreadsheet model to convert land use to parking demands by subarea
of the Peninsula (by District or other breakdown) and to calculate the parking surplus /deficiency by
subarea. This spreadsheet will be made available to the City upon the study's completion, for staff's use
as an inventory resource and to allow future updates as supply /demand changes. MMA will compare the
estimated peak period parking demands to the available parking supply for each subarea for short- and
long -term parking. As noted in the RFP, the analysis of future demand will take into account the diverse
characteristics and parking needs of all user groups including permanent and short-term residents, beach
uses, other recreational visitors, boat passengers, restaurants, commercial areas shoppers, employees, tour
buses, civic uses, and other specialized uses.
Product: Parking needs will be summarized by subarea in tabular and graphic format. This data
• will help to priority rank those areas of the City where parking solutions are most needed
and to identify the type of parking most needed. This information will be also used as
the basis for identification and evaluation of alternatives. All tabulations and
spreadsheets (Word Perfect 6.0 and Lotus 123 v 3.4) will be provided to the City in
electronic format.
Priority Ranking of Problem Areas
Objective: To prioritize the identified parking issues /problems.
Based on the analysis in the previous task and input ftom City staff and the public workshops, MMA will
develop a priority ranking of specific areas where either existing and/or forecast future parking issues have
been identified. Alternative solutions unique to each subarea will then be identified and evaluated. MMA
will work with the City to develop and weight the evaluation criteria which will be utilized to priority rank
the problem areas. For example, satisfying short-term (retail) parking demands versus long -term
(employee) parking demands may be judged as a higher priority than simply meeting the total parking
demand in certain subareas. Similarly, addressing summertime parking deficiencies for the Peninsula may
or may not be higher priority than wintertime. Based on input from City staff, MMA will priority rank
the parking deficiencies which need to be resolved over time.
Product: Areas with parking deficiencies and priority ranking for these areas.
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Balboa Peninsula Parking Management Plan Scope of Services
0 TASK 6. EVALUATION OF ALTERNATIVE PARKING MANAGEMENT
STRATEGIES / IMPLEMENTATION PLAN
Objective: To select the best strategies for each portion of the study area based on the following
plan objectives:
6.1 Plan Objectives
a. Provide adequate, convenient parking facilities for each user group, at a reasonable cost (if
appropriate), including residents and guests, business patrons, and recreational visitors, while
limiting adverse impacts on other user groups
b. Protect parking in residential neighborhoods from encroachment by other users
c. Encourage patronage of peninsula businesses by both local residents and visitors
d. Generate a reasonable amount of revenue, with consideration given to impacts on both commercial
activity and residents, as well as having visitors pay an appropriate fee to offset the City's cost of
providing public services
e. Optimize aesthetics of parking facilities
0 f. Enhance pedestrian accessibility and convenience
g. Balance parking needs with intersection visibility and sight distance
h. Limit the City's maintenance, operation and enforcement costs to an acceptable level
Comply with statewide policies and regulations regarding public access to the beach
Be financially feasible
k. Be fair, understandable and acceptable to the community
I. Improve linkages to encourage public transportation
m. Reduce summer congestion on Balboa/Newport Boulevards
n. Enhance bicycle lanes where feasible
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Balboa Peninsula Parking Management Plan Scope of Services
• For each District/analysis subarea, MMA will develop a list of potential parking strategies to satisfy the
assessed present/future parking needs. These strategies will encompass both operations and capital oriented
strategies for both short-term and long -term time horizons. Each strategy will be evaluated in terms of
potential impacts to the character of the District as well as potential impacts to adjacent residential
communities. For example, simply requiring more parking of new development could force existing store
front areas to recycle into parking areas, which could destroy the "walkability" and friendliness of certain
blocks. Also, some measures could potentially cause employees to seek parking in residential areas. The
implications of each alternative parking management strategy will be reviewed and the potential for
undesirable secondary impacts will be described. Potential parking strategies to be evaluated and /or to be
addressed will include the following elements:
6.2 Shared /Joint Parking Strategies
While the peak parking ratios reflect the differences in parking demand generated by separate land uses
and under certain conditions, they do not reflect the fact that total or combined peak parking demand can
be significantly less than the sum of the individual demand values. That is, parking requirements may be
overstated if they require space for the peak parking accumulations of each individual land use.
Realistically, the peak parking accumulations for individual land uses in the study area can occur at
different time periods. Further, the proximity of the land uses encourages multi - purpose trips in which
people visit more than one land use in an area. For people using an auto to travel to such developments,
a single parking space can be used to serve several land uses.
• On the Peninsula, there may be opportunities to share the usage of private lots as well to maximize
efficiency. Several issues need to be considered prior to recommendation of such parking facilities
including proximity of individual entities, amount of usage by each, and contractual agreements between
them (i.e., insurance and liability issues). A majority of public off- street parking lots already act as joint
parking lots, since they provide parking for multiple entities and individual users. The issue of impacts
due to changes in ownership and turnover in land uses from less parking intensive to more parking
intensive must also be considered. The concept of "parking pool" will be examined in the context of the
zoning code.
•
MMA will analyze the mix of existing and potential future land uses and will recommend a methodology
for accounting "shared /joint parking" impact as a component of the alternative evaluation. In some cases,
shared parking can be accommodated by working with neighboring businesses which historically have not
communicated or attempted to share parking.
6.3 Time Limits and Fees
Based on the results of the analysis of parking duration, all time limits and fees will be reviewed and
recommendations for revising certain limits and costs will be developed. Needs of users adjacent to each
parking area will be a foremost consideration. For example, the need for sufficient time limits for
restaurants will be taken into account, as will the advantage of more frequent turnover in other areas.
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Balboa Peninsula Parking Management Plan Scope of Services
• Maps and tables will be presented illustrating existing limits and fees, and proposed changes to both
elements of the parking system. Needs of the business community and residents will be taken into account.
It has been shown by other research that parking fees, while important, are often less of a factor than
availability of parking for potential retail customers. The potential impacts (both positive and negative)
of increasing meter fees will be evaluated.
Strategies to be explored may include raising the fees on- street, while raising the time limits in structures
and keeping structure fares lower to accommodate business employees while making on- street parking
available to customers. An additional method to maximize parking availability during peak seasons is to
implement attendant parking to allow stack parking with attendant service. Other strategies to be assessed
will include alternative payment methods (electronic keys, permits, etc.) The fees and payment methods
for the Balboa Pier Lot will also be analyzed. As part of this task, the team will meet with and interview
appropriate staff in the Police Department. All strategies that will require Police Department cooperation
will be thoroughly reviewed with the Department to ensure that they are feasible and enforceable.
6.4 Parking Signage and Communication
The ability to quickly and efficiently understand parking meter time limits and regulations will be reviewed.
Recommendations will be made, as applicable, to improving signage, establishing a color scheme for
varying meter time limits and other improvements to make the overall parking system more user friendly.
. 6.5 Merchant Permit Meter Override System
Some cities have instituted systems whereby merchants and employees can utilize portions of city lots with
a different priority than visitors. A merchant permit override will be evaluated both by interviewing users
(merchants and staff), and also by an analysis of the potential use of mirror override hang tags and other
measures. Recommendations will be made regarding the best way to serve merchants and the general
public parking demand.
6.6 Remote Parking and Shuttle
The desirability and viability of remote parking with a shuttle service will be investigated. Michael
Kodama Planning Consultants is already investigating this idea and their work will be integrated with the
Parking Management Program. Several elements will be evaluated including the need for additional
parking in the future, the distance to available remote lots, and the frequency of service and cost of
operating shuttles.
6.7 Impact of Parking on Residential Areas
The residential areas will be potentially impacted by future increases in parking demand for recreational,
retail and commuter activities. MMA will review overflow problems and provide recommendations to
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Balboa Peninsula Parking Management Plan Scope of Services
• alleviate these impacts, including various types of resident permit parking, and modified residential area
time limits. Other special strategies for residential areas will be examined including modifications of the
blue meter system, resident shopping permits, and other strategies.
6.8 Analysis of Potential New Parking or Conversion of Eidsting Parking to Other
Uses
After analysis of alternative management strategies, MMA will develop recommendations regarding the
adequacy of the existing parking supply, if it is determined that new parking facilities may be needed.
Potential locations will be identified based on input provided by the City related to land use susceptibility
to change and based on the short- terrnAong -term parking demand analysis which was described earlier.
If the analysis concludes that the existing parking supply can be reduced with parking matagement, MMA
will work with staff to identify parking areas that could be converted to other uses.
Based on the evaluation criteria agreed to by the City staff, total points assigned to each location will be
computed. Based on the demand /supply analysis and on points accumulated for each potential location,
specific sites will be identified for each subarea.
Products: Preliminary recommendations will be provided to the City in the form of a technical
memorandum for review and comment. Specific recommendations will be developed
relating to additional parking in each District, modified time limits by street and lot,
residential area programs, special merchant priority system (if appropriate), changes
• to parking violation procedures /fines, improved signage, parking circulation
maps/brochures, and other improvements as found to be warranted.
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MMA will solicit feedback on the preliminary recommendations for use in finalizing the parking study and
findings.
6.9 Financial Feasibility Analysis /Funding Issues
In order to develop an implementation plan, it is important for the City of Newport Beach to understand
the cost implications of new parking strategies. It is also important to segregate demand necessitated by
existing development versus demand which may be created by new development. The consultant team will
work with the team to understand three primary issues; (1) the demand for parking, (2) revenue
implications, and (3) costs of implementing alternative strategies instead of new parking.
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0 CRITERIA FOR EVALUATION OF MULTIPLE PARKING FACILITIES
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Criteria'
Cate
;Points
At Parking Cost per Space
• Greater than $10K
1
• $7.5K - $10K
2
• Less than $7.5K
3
A2 Land Cost per Square Foot
• Greater than $65
1
*$40-S65
2
• Less than $40
3
B Availability of Land
• Privately owned; require condemnation
1
• Privately owned; require agreement
2
• Publicly owned
3
CI Proximity to Demand
(Daytime = 1)
• Low
1
(Nighttime = 1)
• Moderate
2
(Both = 2 )
• High
3
C2 Proximity to Demand
(Residential = 1)
• Low
I
(Commercial = 1)
• Moderate
2
(Both = 2)
• High
3
D Neighborhood Impacts
• Low
3
• Moderate
2
• High
I
E Traffic Accessibility /Circulation
• Poor
1
• Average
2
• Good
3
F Aesthetic Impact
• Low
3
• Moderate
2
• High
1
G Site Characteristics
• Poor
1
• Average
2
• Good
3
H Joint Development Potential
• Low
1
• Moderate
2
• High
3
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Balboa Peninsula Parking Management Plan Scope of Services
KMG will review historical parking revenue and cost data to determine where revenues were derived and
expended in the past. The revenue stream into the future will be estimated, and the costs of proposed
parking strategies will be developed. The cost estimates will cover all types of strategies, not only the
potential cost of new spaces (if new spaces are included as a recommendation). Costs and revenues will
be estimated, for example, including but not limited to the following types of strategies:
• remote parking with shuttle system
• permit programs (staffing, printing, etc.)
• enforcement associated with various strategies
• signage improvements
• private shared -use parking agreements (insurance, staffing, etc.)
In addition, the potential revenue stream from in -lieu fees, parking enforcement and other sources will be
estimated.
For parking which is necessitated by new development, KMG will work with city staff to identify the
concept parking impact fee which may be re- levied on new development. KMG will also work with MMA
to estimate the usage of this new parking. If the usage is entirely a function of new development or if usage
will be shared between new and existing development so as to generate pro-rata shares of development
impact fees.
Implementation Program /Phasing
• Objective: To prepare a phasing plan for implementation of the recommended parking
improvements.
For the recommended improvements, a priority ranking for implementation of proposed parking strategies
will be developed based on expected parking needs anticipated for each subarea. The priority ranking of
problem areas identified during Task 5 will serve as the basis for the phasing of the implementation
program. The final recommendations will provide the amount, location, type and schedule for the needed
parking improvements.
Product: Implementation Program
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Balboa Peninsula Parking Management Plan Scope oJServices
0 TASKS 7. and 8. DRAFT REPORT)FINAL REPORT
MMA will submit a draft report for City staff review, and will be ,available to discuss the
analysis /recommendations. Upon receipt of comments, MMA will incorporate them and submit the final
report.
Products: A draft report will be prepared for review by City staff, Council and the Public. The draft
report will summarize the study methodology, analysis, findings, conclusions and
recommendations, and will include tables and graphics as needed. Following receipt of
comments from the City and public, MMA will provide a final bound report. All word
processing, spreadsheet and graphic files will be provided to the City for future use.
TASK 9. PUBLIC MEETINGS /COMMUNITY WORKSHOPS
Moore Iacofano Goltsman, Inc. (MIG) has prepared this revised draft proposed scope of work and budget
to provide meeting management/community participation services to support Meyer, Mohaddes Associates
(MMA) and the City of Newport Beach (City) with the City of Newport Balboa Peninsula Parking
Management Plan. This revised scope of work is based on our December 22 meeting with the consultant
team and city staff and subsequent conversations.
• The public outreach effort is proposed to include the following elements:
• Small Group Interviews with Key Stakeholders
One day of interviews are included in this proposal
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Town Hall Meeting U1
A large "Town Hall" format meeting will be held that will cover the entire study area. It will include
three components: I) open house with static graphical presentation, ii) interactive presentation by
staff /consultants, and iii) small large group discussions. A major effort will be made in preparation
of this meeting to include large -scale wallgraphics, a slide presentation, maps for use in the group
workshop sessions, response sheets for participants, and other elements.
Area Workshops
A series of three sub -area workshops will be conducted to present alternative parking management
recommendations for review and comment.
• Town Hall Meeting lit
This meeting will be in a similar format to the first town hall meeting.
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Balboa Peninsula Parking Management Plan Scope oJServices
• 9.1 Project Kickoff and Project Management
9. 1.1 Work Program Refinement/Kickoff Meeting
MIG will meet with Meyer, Mohaddes Associates and City staff to refine tasks outlined in this scope of
work; finalize an overall strategy and timeline for the project; establish project coordination procedures;
and identify in -depth issues, opportunities, constraints, goals, and objectives for the project.
Products /Outcome
• One Project Kickoff Meeting
• One Revised Scope of Work/Budget
9.1.2 Project Management/Meetings
MIG will communicate on an as needed basis with Meyer, Mohaddes Associates staff during the course
of the project (telephone conferences and /or at least two (2) project management meetings) to discuss
project direction and progress and to define any mid - course direction adjustments and changes and scope
refinement if needed.
• Products /Outcome
• Ongoing project management meetings /phone conferences
• 9.2 General Meeting Outreach Support
n
LJ
MIG will review press releases, newspaper advertisements, and public service announcements. In addition,
MIG can provide direction/guidance to the City in developing special notices or fliers to targeted
neighborhood groups and other civic organizations to ensure that key groups are aware of the project,
especially the Town Hall Meetings and Area Alternatives Workshops and are encouraged to attend. City
staff will assume primary responsibility for the tasks with MIG providing review. As an option and at an
additional cost, MIG can play a more significant role if desired.
• Products /Outcomes
• Review /Comment of Public Notices
9.3 Community Interviews
Working with City staff, MIG and Meyer, Mohaddes will conduct one day of one -on -one and group
interviews with key political, community, and business community "stakeholders" to discuss the Parking
Management Plan process and key issues which should be addressed as a part of this planning process.
These interviews will play a key role in the overall process in providing key elected officials, staff, and
community and business leaders with an opportunity to discuss the project and their concerns early in the
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Balboa Peninsula Parking Management Plan Scope of Services
• process while providing the Consultant Team and City staff with a way of "tapping the pulse" of the
community in identifying issues, trends, and other information that will help define key issues and potential
strategies /solutions. These interviews also help the Consultant/City Team "map" the political landscape
that underlies project opportunities and constraints. The interviews allow individuals to speak more
candidly about their goals and concerns, helping the Meyer, Mohaddes Team determine potential areas of
agreement and disagreement regarding the potential Parking Management approaches. Interviewees will
also be asked to identify other stakeholders and/or special interest groups who should be involved in the
process. Information from the interviews will provide important guidance in refining the community
participation process and in planning future participation events, such as the Town Hall Meetings and the
Area Alternatives Workshops.
The City will prepare and send a letter of invitation to the potential interviewees. The letter will briefly
describe the project and its purpose, and also emphasize the importance and impact of the participants'
participation in guiding the development of the public participation program. The City will schedule
interview appointments to be held at the City offices.
To help focus and guide the interviews, MIG/Meyer, Mohaddes will prepare an interview questionnaire
for review and final approval by City staff. Interviews will be conducted in person by Jim Oswald /Gary
Hamrick, using the standardized (and staff - approved) questionnaire. The interviews will be confidential
and results will be reported in aggregate in a summary memorandum.
Products /Outcomes
• • Interview Questionnaire
• One Day of Community Interviews
9.3.1 Interviewee Selection Discussion/Invitation Letter
9.3.2 Interview Questionnaire Preparation
9.3.3 Conduct Interviews
9.4 Town Hall Meeting #1 (Issues and Study Goals)
A Town Hall Meeting will be conducted early in the Study process to bring together people from each of
the four subareas in the Study Area to accomplish the following: (i) Educate /inform the Community about
the Parking Managment Plan Study Process; (ii) Solicit important input/feedback about the most important
issues facing each of the four subareas and their overall desired outcomes /goals for this study; and (iii)
Encourage Town Hall Meeting participants to attend and bring their neighbors to the Area Alternatives
Workshops.
The Town Hall Meeting #1 will include three components: (i) Open House; (ii) Presentation; and (iii) Small
and Large Group Discussion. It is envisioned that the first 30 to 60 minutes of the workshop involves an
"open house." After participants sign in and register for the workshop (for mailing list purposes
primarily), they are asked to walk through the "open house" or gallery, a series of information stations.
Each of the stations will include clear and simplified presentation boards, graphics, maps, charts, and tables
• Meyer, Mohaddes Associates, Inc.
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Balboa Peninsula Parking Management Plan Scope of Services
• organized in a "galley" or "museum" format. Meeting participants walk through the stations, review the
material, speak with City and /or consultant team staff or "docents" who are available to present information
contained in the station and answer questions and /or directs them to jot down their notes on post -it notes
directly on the graphics. Participants are given comment sheets to jot down questions and /or comments
as they walk through the open house.
At the conclusion of the open house, participants are asked to take a seat and listen to a brief presentation
which summarizes and re- emphasizes the information contained in the open house (note: MIG has found
that participants are better able to discuss and offer more meaningful insight and comment when they hear
information at least 2 or 3 times; this allows them to better absorb more complex information and gives
them a better basis or foundation to comment).
After the presentation (given the number of participants in attendance), the large group will be divided into
several smaller working groups (possibly organized by subarea) to further discuss and comment on the
contents of the open house and the presentation. (This format allows participants more "air" time for
discussion rather than more formal "one speaker at a time" formats. Small groups consist of 10 -12
persons, a City or consultant team facilitator and recorder. MIG will conduct a faciltator /recorder training
for City and consultant team staff to help them better conduct the small group discussions. The agenda for
the small group discussion will be developed with the City and consultant team early in the study process).
At the end of the small group discussion, participants will reconvene as a large group to report the key
findings from their discussions. After some final synthesis and summary, the workshop will be concluded.
• This task includes the following:
9.4.1 Pre -Town Hall Meeting Preparation
•
MIG will meet with Meyer, Mohaddes Associates and City staff to prepare Town Hall Meeting agendas
and pertinent background materials, and assist City staff with logistics (e.g., scheduling) for the workshop.
This may include assisting City staff identify and secure locations, coordinate meeting registration,
refreshments /snacks, audio /visual systems, and small group discussion needs (It is assumed that the City
will assume primary responsibility for organizing, publicizing and announcing the workshop).
Products /Outcomes
• Draft /final agendas and workshop materials
• Workshop materials checklist
9.4.2 Town Hall Open House Presentation Graphics Support
MIG will support Meyer, Mohaddes Associates' efforts in preparing presentation boards and graphics for
the open house segment of the Town Hall Meeting event. The Open House segment is a critical tool in
helping to educate and inform the community prior to engaging them in an interactive workshop discussion.
MIG will meet with Meyer, Mohaddes Associates and City staff to determine what might be appropriate
Mohaddes Associates, Inc.
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Balboa Peninsula Parking Management Plan Scope of Services
• graphics for the Open House and assist in the design of the Open House itself. MIG can prepare large
presentation board graphics, informational handouts, and comment sheets to support the Open House.
Products /Outcomes
• Open House presentation graphics (up to five sets of presentation text boards; Meyer, Mohaddes
Associates staff will assume primary responsibility in preparing large scale maps, graphics, and
illustrations to help describe the presentation board information)
9.4.3 Town Hall Meeting Facilitator/Recorder Training
MIG will design and conduct a facilitator /recorder training for the Meyer, Mohaddes Associates and City
staff in order to prepare them for serving as small group discussion facilitators /graphic recorders at the
Town Hall Meeting. The training will last approximately 1 1/2 to 2 hours, take place afternoon just prior
to the Town Hall Meeting and will include step -by -step direction on how to facilitate the small group
discussions. A facilitator /recorder guidelines package will be prepared and handed out during the training.
Products /Outcomes
Facilitator /Graphic Recorder Guidelines
One Training
9.4.4 Conduct Town Hall Meeting
• Working closely with Meyer, Mohaddes Associates and City staff, MIG will manage and facilitate and
graphically record the Town Hall Meeting. Serving as overall event facilitator, MIG will be responsible
for managing the time and the agenda, introducing presenters, and collecting and synthesizing small group
reports into an overall meeting summary. To help manage the meeting, MIG will use the "facilitation
graphics" technique which combines leadership skills with graphic note- taking. Particularly effective in
group settings, this technique encourages free thinking and the rapid generation of ideas. Participant
comments and questions are recorded on large wallgrapbics which help to establish the group's memory
of both the flow and the content of discussions. In our experience, this method of meeting facilitation
evokes enthusiasm, encourages interaction and cooperative participation, and leads to group consensus
because the participants are able to visualize their ideas and build upon each other's comments. The
wallgraphics will be used to aid decision making during future meetings and can be a basis for producing
written reports of group decisions and recommendations.
Products /Outcomes
• Professionally facilitated Town Hall Meeting
9.4.5 Town Hall Meeting Surn ary
MIG will prepare a written summary of the key findings and emerging themes from the Town Hall
Meeting. MIG will provide one (1) camera -ready copy of the workshop summary, including wallgraphic
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Balboa Peninsula Parking Management Plan Scope of Services
• photo reductions, to Meyer, Mohaddes Associates and City staff for photocopying and appropriate
distribution.
Products /Outcomes
• Draft /final Workshop Summary
9.5 Area Alternatives Workshops (Issues and Study Goals)
Three (3) Area Alternatives Workshops will be conducted following the Town Hall Meeting once Meyer,
Mohaddes and City staff have developed a series of potential alternatives which address the issues and
achieves the goals discussed during the Town Hall Meeting #1. The primary purpose of these workshops
is: (i) Review and discuss the alternatives with community members from the subarea and (ii) emerge with
a preferred alternative from each subarea workshop. Each Area Workshop will include the following
tasks:
9.5.1 Pre -Area Alternatives Workshops Preparation
9.5.2 Area Alternatives Workshops Presentation Graphics Support
9.5.3 Conduct Area Alternatives Workshops (3)
9.5.4 Area Alternatives Workshops Summary
• 9.6 Town Hall Meeting #2: Emerging Recommendations
u
Town Hall Meeting #2 will be conducted toward the end of the Study process to bring together people from
each of the subareas in the Study Area to review and provide opportunity for feedback on the emerging
recommendations for each of the subareas. The format and scope of this meeting (at this point in time) is
the same as Town Hall Meeting #2.
9.7 City Council Public Hearing Support (Optional Task)
MIG will assist with the preparation for and attend City Council public hearings to present and hear
comments on the emerging recommendations for the Parking Management Plan on a time- and - materials
basis as needed.
Mohaddes Associates, Inc.
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Hearinjate: November 10, 1997
Agenda Item No.: 6
Staff Person: John Douglas
(714) 644 -3230
APPPUN-€D
REPORT TO THE MAYOR AND -CITY —OUNCH2 - (7' _ 3 ( (,P ca
SUBJECT: Consultant Selection for Balboa Peninsula Parking Management
Plan
SUMMARY: One of the first major projects of the Balboa Peninsula
revitalization program is to develop and implement a parking
management plan with consultant assistance. After reviewing
proposals the most qualified firms were interviewed by the
Council Ad -Hoc Committee to Promote Revitalization of Our
Peninsula (PROP) and staff. The Committee and staff have
identified Meyer, Mohaddes Associates as the preferred firm and
Kimley -Horn and Associates as the alternate.
ACTION: Authorize staff to negotiate and execute a consultant services
i agreement with Meyer, Mohaddes Associates for preparation of
the Balboa Peninsula Parking Management Plan, with Kimley -
Horn and Associates as the alternate.
Discussion
Last Spring the City Council identified the highest priority projects for the Balboa Peninsula
revitalization program. Along with developing an extensive public outreach program, the
implementation of a comprehensive parking management plan was one of the highest priorities.
Since staff does not have the resources in -house to devote to this project, consultant assistance is
required.
After a draft scope of work and request for proposals (RFP) were prepared by staff, a public
meetii;g was held to solicit comments from the community. The public meeting, held on July 22,
was attended by approximately 50 persons and several excellent comments and suggestions were
offered and incorporated into the RFP.
Following circulation of the RFP proposals were received from seven firms, and the four firms
deemed most qualified were interviewed by the PROP Committee and staff at a public meeting held
on October 28. Members of the public submitted interview questions for the consultants and also
participated in the evaluation discussions following the interviews. Based on a careful review of the
• firms' qualifications, proposals, the interviews and thorough reference checks the Committee and
staff have identified Meyer, Mohaddes Associates (MMA) as the preferred firm and Kimley -Hom
and Associates as the alternate. The key factors that distinguish the MMA team include their prior
pOH
CITY OF NEWP# BEACH
4e�f'W
O e
COMMUNITY AND ECONOMIC DEVELOPMENT
F D
U'\
PLANNING DEPARTMENT
NEWPORT BOULEVARD
NEWPORT BEACH, CA 92658
(74) 644-3200; FAX (714) 644-3250
Hearinjate: November 10, 1997
Agenda Item No.: 6
Staff Person: John Douglas
(714) 644 -3230
APPPUN-€D
REPORT TO THE MAYOR AND -CITY —OUNCH2 - (7' _ 3 ( (,P ca
SUBJECT: Consultant Selection for Balboa Peninsula Parking Management
Plan
SUMMARY: One of the first major projects of the Balboa Peninsula
revitalization program is to develop and implement a parking
management plan with consultant assistance. After reviewing
proposals the most qualified firms were interviewed by the
Council Ad -Hoc Committee to Promote Revitalization of Our
Peninsula (PROP) and staff. The Committee and staff have
identified Meyer, Mohaddes Associates as the preferred firm and
Kimley -Horn and Associates as the alternate.
ACTION: Authorize staff to negotiate and execute a consultant services
i agreement with Meyer, Mohaddes Associates for preparation of
the Balboa Peninsula Parking Management Plan, with Kimley -
Horn and Associates as the alternate.
Discussion
Last Spring the City Council identified the highest priority projects for the Balboa Peninsula
revitalization program. Along with developing an extensive public outreach program, the
implementation of a comprehensive parking management plan was one of the highest priorities.
Since staff does not have the resources in -house to devote to this project, consultant assistance is
required.
After a draft scope of work and request for proposals (RFP) were prepared by staff, a public
meetii;g was held to solicit comments from the community. The public meeting, held on July 22,
was attended by approximately 50 persons and several excellent comments and suggestions were
offered and incorporated into the RFP.
Following circulation of the RFP proposals were received from seven firms, and the four firms
deemed most qualified were interviewed by the PROP Committee and staff at a public meeting held
on October 28. Members of the public submitted interview questions for the consultants and also
participated in the evaluation discussions following the interviews. Based on a careful review of the
• firms' qualifications, proposals, the interviews and thorough reference checks the Committee and
staff have identified Meyer, Mohaddes Associates (MMA) as the preferred firm and Kimley -Hom
and Associates as the alternate. The key factors that distinguish the MMA team include their prior
0
0
experience with similar projects in beach cities, good understanding of the project goals, and strong
public :participation skills.
It is recommended that the Council authorize staff to negotiate and execute a consultant services •
agreement with MMA and commence work on the parking management plan. The cost of the study
would be approximately $100,000, which would be drawn from the Off - Street Parking Facilities
Fund and is included in this year's approved budget.
Submitted by:
SHARONZ.WOOD
Assistant City Manager
Prepared by:
JOHN H. DOUGLAS, AICP
F1 ... \6PPAC \PARKING \PRK- MGMT \CONTRACT\CC -RPT l .DOC
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