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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. 0 0 • 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 $117,290.00. All work shall be done by Consultant and the • sub - consultants identified in Exhibit A and shall not be subcontracted to others without the City's written authorization Parking Management Plan Agreement Page 2 • • • 10. BILLINGS Billings shall be accompanied by a breakdown of the number of hours for each member of the consultant team by task area. IL OWNERSHIP OF PRODUCTS All reports, data files, illustrations, photographs, charts, maps and /or other similar materials shall become the sole property of the City of Newport Beach and may not be used or reproduced in any form except with the explicit written permission of the City. 12. HOLD HARMLESS Consultant shall defend, indemnify and hold harmless City, its officers, employees, and agents from any and all claims, losses, and damages of any type and nature that may arise iQ ,.,..,.,°,.tion —4.4h h4,<ork described in this Agreement. 1 `` rYrj 4 res" /f y fL'P '"& 11 LA% o-G/S � t 13. INSURANCE tGt d - sA.$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 • • 0 ATTEST: CITY CLERK APPROVED AS TO FORM: Robin Clauson Assistant City Attorney Exhibits A. Scope of Work B. Schedule of Compensation i CONSULTANT By: / �6aS /,.?oil add 5 llj,eUam- MIC42,6l F, m , Pr1,),Cyzl F: \... \SHARED\BPPA C\ PARKING \PRK- MGMT\CONTRACT \MMA \CONTRACT. DOC Parking Management Plan Agreement Page 4 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. • Meyer, Mohaddes Associates, Inc. • • 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 • Meyer, Mohaddes Associates, Inc. 0 0 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. • Meyer, Mohaddes Associates, Inc. • • 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, • Meyer, Mohaddes Associates, Inc. 0 0 Balboa Peninsula Parking Management Plan Scope of Services 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. • Meyer, Mohaddes Associates, Inc. 0 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 • Meyer, Mohaddes Associates, Inc. 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. Mohaddes Associates, Inc. 7 0 0 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 0 Meyer, Mohaddes Associates, Inc. 0 0 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. 0 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. Mohaddes Associates, Inc. 0 0 0 Balboa Peninsula Parking Management Plan Scope oJServices 0 CRITERIA FOR EVALUATION OF MULTIPLE PARKING FACILITIES 0 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 • Meyer, Mohaddes Associates, Inc. 0 0 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 0 Meyer, Mohaddes Associates, Inc. 11 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 11 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. Mohaddes Associates, Inc. 12 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 Mohaddes Associates, Inc. 13 0 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. 14 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. 15 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 • Meyer, Mohaddes Associates, Inc. 16 0 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. 17 CUISEM97W- 2374SCOPEAEV (mid 2N9M) Y Q z~ J � a t- 4f .z 4f C7 N Q r 2 Vj a0 rm V zzn Y a � z F h a o zo m g . N y a a o p" o m d:a Ll 0 V v O Q 47 � m Q O di 0 o 0 0 0 0 0 0 0 O 0 0 0 0 00 N m ' (D C, N � m N Q o o f0 N V m N y a o O N W O O m � N Q O llO O N O 0 .6 z N O p p .- �. rn {Cj <y V N fA 1A rf 1A w th ,9 (9 f9 � m M to w o N en � t9 V v O Q 47 � m Q O di 0 o 0 0 0 0 0 0 0 O 0 0 0 0 00 N m ' (D C, N � m N Q o o f0 N V m TOTAL P.02 N y a z P � m O 0 .6 z 0 N �. rn {Cj O m W c e o N Ni �-! > a m 0 Y � v d y m C f .LD J N m W > Y O � m u co m a > c Y m a m m W y 3 LL c x c _ W a�i y a > n a K K Q O _....N.__. G M TOTAL P.02 a z P O 0 0 N {Cj O e o N Ni �-! 0 Y f Y � G m L; O U N O pq f'71 m m QQ1l Ui G d m C E iGa IL o ND NN o 0 a NN N r. a v Sp Y° m - O � 3 � rn U O. G� S@ O q a, r0 m > ) rn 0 0: y a Y O m 6 c cUi 2TO u 0 0 L O O O p CA 0 0 0 me �� .°a w WU .s p y aE lL a F m y m R 0 a a w m ►° oa'r° r° TOTAL P.02 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 Page 2 E r� �J